MEMBER WIZARD

Member Wizard launched around 2011 but has gone through a couple of re-brandings since that date as we grew and developed. Nevertheless we still have clients such as Council for the Ageing in the Northern Territory and the Tenant's Union in Queensland who have been with us since around 2012.

We currently support over 50 U3A's in Australia so many of the features below relate to the smooth and easy management of a University of the 3rd Age organisation however the system is adaptable to any organisation or group with members.

Here are some testimonials from a couple of U3A clients:

‘We cannot recommend Member Wizard highly enough for the database they designed for us. It has allowed us to become a more professional and contemporary organisation, enhancing our workflow which is undertaken solely by volunteers. These volunteers are all aged over 50, and find the Member Wizard database easy to use, with well written instructions, and rapid support when needed. All communication is sent via Member Wizard and we have recently moved to online renewals which we anticipate will be an added benefit to members as well as reducing the workload and paper in our office.

Prior to commissioning Member Wizard we undertook an investigation of other database organisations and we have found that Member Wizard is more than value for money, with the added bonus of being Australian-based.

Member Wizard have worked tirelessly to respond to our requirements and have provided a very effective custom-made database that independent authorities assure us will serve us well into the future. We are more than happy to provide them with our utmost backing and recommendations to future clients.’

President, U3A Redcliffe

Here is another testimonial from both the Vice President and the Treasurer of U3A Gold Coast (Southport) Inc.

If you have the slightest hesitation implementing Member Wizard for your organization – forget it!

U3A Southport trialed a couple of different systems to manage our membership before deciding to subscribe to Member Wizard. They have provided exceptional support and have even assisted us in updating our website and integrating Member Wizard into it. Member Wizard does everything we need, including financial accounting and reporting system. Member Wizard is very easy to understand and use.

We cannot recommend the product highly enough and the training and support is second to none.

Vice President/Class Coordinator – Lou Stevens

Treasurer – Wendy Barker

Features and Benefits

1. Member Wizard is a Queensland, Australia based cloud based member management application. It is designed, built and supported from here in Queensland. Data is hosted on servers based in our region and managed by Microsoft. Phone and email support is available within 24 hours turn around and Zoom training is provided free of charge (3 x 1 hour sessions with more available at a reasonable cost if required).
2. We import and set up all your data free of charge. In addition you are given 3 months use of the application before having to commit to subscribe. During that time you will receive full support and any training required (3 x 1 hour Zoom sessions).
3. The system is fully integrated which allows you to manage communications, finances, document storage, class scheduling and enrollment, event management and member subscription all from one central cloud database anywhere there is an internet connection including on your mobile phone. An integrated website will soon be made available as an additional add on to your database.
4. It provides your members with a Member Portal which allows them to access and update their personal details, pay any owing amounts, enroll in a class or event or access secure documents made available by the organisation such as newsletters, minutes of meetings, agendas etc.
5. The member portal also permits Tutors to manage their own classes if permitted by the organisation.
6. You can create as many users who can access the system as you wish and they can all do so concurrently from anywhere there is an internet connection. You can tailor user access to limits decided by the organisation.
7. You can send emails or SMS messages to your membership or categories of membership, groups or classes while maintaining your own existing email addresses. You can (subject to mail service providers) view when a member has opened your emails.
8. You can store important documents within it so there is no need to keep boxes of dusty files which are handed over to each new committee - everything is there online for access.
9. You can host events, have a link on your website which connects back to Member Wizard to allow members to purchase tickets or to register for the event and Member Wizard will provide a full list of registrations including payment status.
10. As an optional extra you can add a Member Wizard linked website to your account. The web site template we provide you with will assist you to easily create a new website using drop in panels linked back into your Member Wizard database. It is designed for those with little or no web experience to design and manage their own site. The cost is $AU450 plus GST for the first year hosting and set up and $150 plus GST thereafter. Full training is provided free of charge with up to 3 web sessions provided by Zoom by our web team.
11. Members can enrol and pay online for classes (if that is enabled by the organisation). Here is an example of a Member Wizard controlled Class program for U3A Southport in Queensland. U3A Southport Class Enrollment page
12. Class coordinators can manage and maintain class offerings through Member Wizard directly on to the their own website so no uploading by webmasters is required - updates in Member Wizard automatically and seamlessly appear instantly online on the website or in the member portal.
13. You can link a credit card payment facility to your Member Wizard system so members can pay both online or face to face using a credit or debit card. The system will automatically receipt them, and increment their membership paid to date.
14. New members can join and existing members can renew their membership through a link either on your website or (for existing members) via the member portal.
15. Member Wizard contains a complete finance system - receipt/expense to balance sheet/profit and loss. It also includes an audit trail for added security so there is no need for any expense finance subscriptions to MYOB or Zero. Member Wizard will also link images or pdf’s of invoices to the relevant expense in your system so there is no need to retain paper copies.
16. Subscription rates are reasonable and are dependent upon the number of Active members in the organisation. Member Pro-rata number block add-ons are available on request.

If you have any queries I am happy to talk to you about them. Just email me at support@memberwizard.com.au 

Claire Beck

Member Wizard Support

Gold Coast Queensland

If you are setting up your organisation in Member Wizard for the first time below is a checklist of the order in which you should do this. Please note if you do not see the Settings menu item in the main menu you need to contact your database administrator to be given rights to Settings in your login. 

Importing your Members

If requested, Member Wizard can carry this out for you. Once your members are imported then proceed to carry out the following tasks:

1. Complete your Organisation Details by providing address, phone number, ABN, web page, logo and membership cycle details. See Setting/Organisation Details and Settings/Upload Logo in the main navigation panel menu. Make sure you check all the tabs on the Settings/Organisation Details page including all the tabs at the top of the page.
2. Set up your Membership Types. By default Member Wizard has only one membership type, that of Unclassified, however when you import your members you will import their Membership Types as well. After import you will need to tell Member Wizard the membership fees for each and also the membership period each covers. You can deactivate any unused types to avoid them appearing as options when you create a new member. You also need to advise if this Membership Type can use the Member Portal, whether or not this type can enrol in Classes, if the type is one that a member can select when joining online, tick the box Allow Member to Select. The Has Parent Category tick box is if you wish to display the income from your various membership types grouped together and totalled on your Profit and Loss Report. Do this in Settings/Membership Types.
3. Set up the New Member Application in Settings. This will dictate the default membership type for new members, whether new members need Approval before being accepted, what data is mandatory for joining and information on how to handle membership periods. See Setting up and Managing your Members/Online Membership Applications in this database for full details.
4. Create your Bank Accounts. For this you will need your Account name, number including BSB, initial balance based on the the Start Date you nominate. See Settings, Bank Accounts in the main navigation panel menu.
5. Create your Account Categories. These are the income and expenses you wish to track in your Profit and Loss Report. See Settings, Account Categories in the main navigation panel menu. Account Categories can be Parents or Children. Parent accounts will total the Child accounts beneath them on your profit and loss but they can not hold any actual transactions themselves or they cease to be Parent accounts.
6. Set up your Member Payment Details. This is where you decide if you want your Membership Invoices to include options to pay by Direct Deposit or Credit / Debit Card. These will then appear on the emailed Membership Invoices and your members will be able to click on them and either pay online or obtain direct deposit details. See Connecting Stripe in this knowledge database.
7. If your organisation requires members to accept any conditions upon renewing their membership you can configure these in Membership Renewal Instructions and Print Renewal Instructions. If you wish to include Terms and Conditions for new members you need to enter this in the New Member Application page.
8. Decide how you wish to record Phone Names. Member Wizard provides 3 fields for phone number. By default these are shown as Phone name 1, Phone name 2, Phone name 3 however you may wish to make these fields more useful by calling them for example Home phone, Mobile phone or Alternative phone . Once you make these changes in Settings/Rename Fields in the main menu navigation, they will change for all your member records. You can also edit the names of the address and first/last name fields, State, Postcode and Organisation. There are other fields you can also rename. If however you wish to rename Tutor and Class you do this in Settings/Organisation Details on the  Classes tab.
9. You may have imported fields designated as Custom field however if you wish to add any after importing your members you can do so using Settings/Custom Fields. Once you have created your new fields they will by default appear in the Custom Fields tab in each members record. You can move them to another tab/page using Settings/Member Form Layout. You can also move existing fields from one tab location to another. If you wish to delete a Custom Field you firstly have to remove all records which have data stored within it. You can identify these by highlighting the Custom Field and clicking the See Values in the left hand menu on the Custom Fields page. Before a Custom Field can be displayed on the New Member Form or in the Portal it needs to have the box checked Allow Member to Edit.
10. Set up the Member Portal to allow your members access to their record and other functions. You will need to nominate a registered User of your database as the first point of contact for your members who have any questions or minor issues with the portal. You also need to select the Membership Types you wish to have access to this functionality and did not already set this up when you created the Membership Type. Once this has been completed you will be able to send out the Member Portal email which will instruct your members on how to set up and access their Member Portal. You will probably need to edit the provided email instructions to suit your organisation before sending. You can include a merge tage which personalises the email and includes the Member Number for members who share an email address with another member.
11. Setting up your organisations finances. Using Member Wizard to manage your organisation's financial recording has some major advantages to the alternatives which are either to purchase a stand alone financial package outside of your organisation's member management application or keep manual records.
12. The primary advantage is that you don't need to double up recording member subscription payments as Member Wizard will both receipt your member and simultaneously update their new due date and their financial status within your organisation and as a bonus your member will have the opportunity when paying membership dues, to update their contact details so your membership database is always up to date and in line with your financial recording. Automatic receipting occurs if your member pays online through Credit / Debit Card as - no need for you to create a receipt to record their payment, the system does it all for you.
13. Member Wizard offers a complete financial solution including recording expenses, reconciling bank accounts, issuing invoices, creating and recording receipts, producing Profit and Loss Reports and Balance Sheet, providing a General Journal and doing all this with a full financial audit trail for security. We are constantly adding enhancements and extra features and are always happy to hear from you if you have any special requests you would like to see happen in the system. There is a video explaining the benefits of the Member Wizard Finance module in the Other Resources menu of this Knowledge Base.

One of the most useful functions of Member Wizard is managing an organisation's finances. In order to use the financial aspects of the software you must first set up which bank accounts to use for receipts and expenses.

Access Settings, Bank Accounts or Money, Bank Accounts in the left navigation

Click Add. You will need to provide the name, number, start date of recording and initial balance. Then click Save

If you ever wish to discontinue using a bank account uncheck the Active box on this screen as you can't delete a Bank Account after transactions have been recorded.

If you have enabled Stripe for your organisation it will also appear as a Bank Account.

If you wish to record minor cash payments and balance them then you can create an account called Petty Cash and simply transfer money into it from your main bank account and issue receipts which select it as the bank source.

Member Wizard will allow you to set up as many bank accounts as you require.

The Start Date and Opening Balance will form the basis of the first Bank Reconciliation.

Below is a set of processes suggested for closing down both your current year membership period and your last period of class activities.

End of Membership Year Processes

When your committee determines it is time to send out membership renewals below are the suggested steps for doing so.

1. For organisations who may have members with a membership type for less than a full year (perhaps they joined part way through the year so had a discounted membership rate, to avoid them receiving a reminder for less than a full year, these members need to have their membership types changed to a Full Year membership type.

1. Members/Change Membership type
2. Select the membership type you wish to change and what you want to change it in to.
3. Click Save

2. Be aware that if the member currently owes any money for the current year then that money will show up on their Membership Reminder Invoice. If you do not wish for this to happen then you need to delete the invoice which represents the debt or clear the debt by receipting the payment for it. You may wish to send the member a Pay Owing request email prior to sending out their Reminder so you can receipt their payment before doing so.

To Delete an Invoice

1. Highlight the member name in the member list and select Statement from the menu
2. Take a note of the Invoice Number representing the unpaid invoice.
3. Go to Money/Invoices and use Search to locate the Invoice Number. Once found highlight it and click Delete.
4. Be aware this will remove the debt completely from the member record and the invoice from the list of invoices. There will however be a record retained of the Invoice number, action taken with it and the date this occurred and the login of the person carrying out the deletion. This record will be stored in the Reports/Transaction Log.

To Send an Email Requesting the member pay outstanding amounts

1. Note: This will not create new invoice but simply amalgamate all outstanding invoices into one itemised invoice.
2. Highlight the member name in the Member List
3. Click the Email Pay Owing button in the page menu
4. Type an accompanying email and click Send
5. When the payment is received, receipt it. It will zero out all outstanding invoices.

3. Any member whose membership type has a zero cost against it in Settings/Membership types will not be sent a Renewal Invoice – this usually includes Honorary and Life members. Make sure your Honorary or Life member’s membership period is still current by updating their Paid to Date. You can view any out of date membership paid to dates by clicking the up/down arrow beside Membership Paid To column on the Member List.

4. Once you are satisfied that all memberships are correct then send out Membership Invoices.

1. Click Members/Email Membership Invoice link in the left hand main menu.
2. In the Expiring Before field enter a date one day or more later than your Membership Paid To date. For example for memberships expiring 31/12/2024 enter 01/01/2025
3. Enter an appropriate Subject Line and type the message to accompany your emailed membership invoice.
4. Click Next
5. Either check the Select All box to select all members who's membership expiry date is before the date indicated. IMPORTANT: we suggest you firstly send an invoice to yourself only. In that way you can check that all is correct before you go back and send to the entire membership. If it is correct you can then return and click Send.
6. If you have Stripe connected your members will be able to pay their subscription immediately so if possible test this with your own membership.
7. Be aware only those members with an email address recorded in their record, who do not have a zero cost membership and who don't appear on any of the Members/Undeliverable Email lists will receive a Membership Invoice. Members who share an email address with another member will each receive an invoice. For members without email addresses you can print a Reminder (Communications/Reminders-Print then select the relevant members. This list will include only members without email addresses).

5. Your member will receive a Membership Invoice with a Click Here to Pay link included and an outstanding amount will be shown against the member's name in your Member List. Should the member decide not to renew, any unpaid invoices against their name will be deleted when you make them Inactive. The invoice also contains a link for them to be able to Update their Contact Details.

6. When the member receives the Member Invoice and clicks the payment link they will be able to update their contact details. These updates are directly into your database so there is no requirement for intervention to update the details. The member will then either be able to view and print the Direct Deposit details and/or if your organisation is connected to Stripe, pay the outstanding invoice by credit/debit card. If paying by direct deposit the member will be given a bank reference to use on their deposit which consists of MEM followed by the first 5 letters or their surname. This assists you to identify their payment on your bank statement.

7. If the member pays by Stripe, Stripe will automatically receipt the payment to the member and Member Wizard will automatically increment the members Paid to Date against their record. If they paid by Stripe the receipt will zero out the invoice and there will be no amount showed owing against the member’s name. If the member does not pay by Stripe this will not occur until once you have ascertained that it is in your bank account and the money is receipted. To manually receipt the member payment simply highlight the member name in the Member List and click Receipt. A message will pop up showing the outstanding amount and when you click to accept this all details will be entered onto the receipt which then just needs to be Saved.

8. At any time you are able to click the small arrow adjacent to the Amount Owing column on your Member List and all those with outstanding invoices will be displayed at the top of the list.

Making Unrenewed Members Inactive

Once your committee decides that it is time to make un-financial members Inactive in your database (note: Member Wizard subscriptions do not count Inactive members):

1. Go to your Member List and click the Deactivate Expired Members button in the page menu.
2. Select the membership type you wish to deactivate. The current date will default into the Expired Before field.
3. Click Next
4. The next screen will show a selected list of all unpaid members as of the date given. You can either accept all this list or uncheck those who you wish to exclude from deactivation. If you only wish one or two members to be deactivated from the list uncheck the Un-select All box at the top of the list and individually select the required members.
5. Click Deactivate Selected Members
6. Making a member Inactive automatically deletes all outstanding invoices against their record.
7. If you wish to reactivate an Inactive member, change the filter at the top of the Member List page from Active to Inactive, select and double click the member name from the Inactive list and on the Organisation tab of their record change the Status field at the bottom of the page from Inactive to Active

End of Year Class Processes

1. If you are ready to close your current Class period you can Archive your current classes. This will make a snapshot of the Class with all details and enrolled and wait-listed students for later reference. You will be able to view the archived class by changing the Status at the top of the Class List and changing it to Archived.
2. Ensure before you Archive a class that you have printed out Attendance Sheets right to the end of the class period as you will not be able to produce an Attendance Sheet for the class after it is Archived.
3. You can also Copy/Archive the class. This will create a new copy of the class with the default name of Copy before the current class name. You will be asked if you wish to copy across the current class of students and the waiting list. Select the members you wish to add into the new class. It will then Archive the current class.
4. If you wish to make a copy of an existing class but do not wish to Archive the old class just select Copy. To avoid the class shwoing up on the Web Class List while you finish configuring your new classes we suggest you make each of the new classes Inactive. You will still be able to work on them in the Inactive status Class List. Once they are ready to publish and you wish to remove the old classes, you can Archive only  the old classes then go to Classes/Class Status Change, select all the Inactive new classes and click the Make Class Active button.
5. Any resources attached to the class will be copied and provided as linked to the newly copied class if you select Copy.
6. You will need to enter new Start and End dates, terms and costs into the new class.
7. In the next step a payment email request (in cases where more than one payment options exists) will be sent to the student with a link to pay. In cases where there is only one payment option an invoice will simply be sent.
8. You can view Archived classes by changing the Active Status at the top of the Classes page to Archived.
9. We suggest you view your Class list in the Your Web Class List menu item and enroll in one of the newly published classes to ensure that it is set up as you require before advising your members to go online and register for new classes.
10. Note your new classes will only be available to enroll on the Web Class List if you have checked the box on the Class details page which says Allow Online Enrolment so if you wish to prepare your entire Class list but not permit enrolment till a certain date then just leave this box unchecked. Members will still be able to view the upcoming class details but not enroll. If you do not wish the Class to be visible on the Web Class List uncheck the Active button. You can continue to work on setting up the Class while it is Inactive by changing the Status field at the top of the Class List page to Inactive and selecting the Class.

WHAT IS STRIPE?

Stripe is a company that allows businesses of any size to accept payments and manage their business online.

It is used by companies such as:

Airtasker

Uber

Booking.com

Shopify

Google

Amazon

Zoom

They have two head offices – one in San Francisco and one in Dublin but they also have offices in London, Paris, Singapore, Tokyo and a dozen others.

They were launched in 2011, have 4000 plus employees and millions of users all over the world.

WHAT DO THEY DO?

At the most basic level, they allow any business with a bank account to be able to accept online credit or debit card payments over the internet.

For U3A this means members with a credit or debit card can pay safely and securely for their membership, classes or for ticketed events online and for the money to be transferred usually within 24 hours into the U3A bank account.

HOW MUCH DOES STRIPE COST?

Stripe charges 1.7% on domestic credit/debit cards plus a 30c flag fall for each amount. Member Wizard adds an admin charge of .5%.

On a typical $50 membership fee the member would be paying $51.42 in total.

Members can also pay by direct deposit if they do not wish to incur the fee.

Organisations can absorb the fee themselves but this will mean that the amount they receive will be less for those paying by card than those paying by any other method which is often not optimal. The calculation of fees is also slightly different in that circumstance also.

HOW DOES STRIPE WORK?

1.       We connect Stripe to your Member Wizard database. This takes about 30 mins. The information required is contained in the Stripe Activation Checklist (see attached).

2.       Once we have connected Stripe to your account all Membership Renewals. Class payments and Invitations to Events will contain a link in them that members simply click on then provide their payment details. Member Wizard will automatically generate a receipt for the member and will send an email to any email address you nominate for the advice that money has been paid (this is optional).

3.       About 24 hours later Stripe will automatically transfer the money, less their fees, down into your organisations nominated bank account. There is a small delay before the first payment is transferred which is part of Stripe’s money laundering check process which they need to complete first.

BENEFITS OF USING STRIPE

We have found that Member Wizard organisations who use Stripe (Council for the Aging in Northern Territory and Tenants Union Queensland and a large proportion of U3A clients for example) report better member retention as it makes it much easier for people to pay their membership as and when they receive their renewal notice. We have had absolutely no reports of any problems or issues with clients using it. Many organisations report that up to 70% of their members will use this method if you make it available and it cuts down considerably on the work of the Treasurer as all reporting and bank reconciliation is automatic.

Further information

For more details on Stripe their website is stripe.com

The following details what information you will need to connect your organisation to Stripe in Member Wizard.

STRIPE ACTIVATION CHECKLIST

You will require the following:

1.       Your business ABN

2.       Your registered Business Address and phone number

3.       The bank account number and BSB into which to receive Stripe payments

4.       Your Website address

5.       The names, home addresses, phone numbers/mobiles and date of birth for critical committee members – eg Treasurer, Secretary and President.

6.       Scanned front and back images of identifying documents such as a drivers licence for the above people (because you are effectively opening a new bank account and this is a banking requirement). - They seem to ask for this randomly so its better to have it and not require it than the other way around.

7.       The registered name of your business

8.       Your Incorporation or Association number if you have one

HOW TO CONNECT YOUR MEMBER WIZARD DATABASE TO STRIPE

When you have this information go to Settings/Member Payment Details and click the tab which says Credit/Debit Card and check the box. You will need to select the bank account into which Stripe will deposit funds and if you wish to the organisation to pay the Stripe fees you should uncheck the Member pays Credit Card fees box. If you wish members to be able to send donations you should check the Allow Donations box.

Then click the blue button and follow the instructions. Once this is done and you are returned to this page, all your invoices will offer Stripe as a payment method. Your first payout will take around 3 to 4 days due to international banking regulations.

WE ALREADY HAVE A STRIPE ACCOUNT – HOW DO WE CONNECT THAT TO MEMBER WIZARD?

If you already have a Stripe account you have been using then the task of connecting it to Member Wizard is simple.

Just log into your Stripe account, then log into your Member Wizard account and click the Connect Stripe blue button on the Member Payment Details menu in Settings which will appear when you check the box which says Use Credit/Debit card. The system will automatically detect and link your connection.

A Quick Guide to Member Wizard for Treasurers

If you are using Member Wizard for the first time or if you are a first time Treasurer then you may find this information useful.

PART 1 – FOR FIRST TIME TREASURERS

There are two types of book keeping methodologies. The first is a simple single entry system called Cash Book and the second is the more popular and useful Double Entry system. This section provides information on both these systems

CASH BOOK (SINGLE ENTRY) ACCOUNTING

Many non-accounting background Treasurers either use or inherit a system where a Cash Book has been used mainly because it’s simple and easy to set up and run. It is however limited when it comes to providing the committee with the actual financial position of the organisation.  It does not account for outstanding amounts of money which have been invoiced but not yet paid or the other assets and liabilities of your business. It is rarely used by any other than small organisations which do not require auditing or much in the way of management committee reporting.

Organisations using a simple cash book system generally have a hard copy ledger or maybe a spreadsheet into which amounts are entered as purchases and receipts are recorded under various account categories.

Member Wizard does not use single entry accounting as most committees require financial information which is more accessible and reflects a more accurate financial position of the organisation.

Below would be an example of the purchase of a printer for the office for $1000 under a cash book system.

DOUBLE ENTRY ACCOUNTING

Double-entry accounting is a method of bookkeeping that tracks where your money comes from and where it’s going to. Every financial transaction gets two entries, a “debit” and a “credit” to describe whether money is being transferred to or from an account respectively.

Below is a simple example:

Using the same purchase of a printer example as above, your double entry system would show this as

The debit and credit (+ and --) signs are just to illustrate that your cash has been reduced by $1000 while your Office Equipment account has increased by $1000. At first the fact that the purchase is represented by a Credit to the bank is somewhat counterintuitive. Easiest way to think about it is to imagine that the goal was to get to 0 in an account. In this case would this transaction reduce or increase the distance to your objective? If it reduces it then it’s a credit – represented as a (-), as you are closer to your end goal, if it increases it then it’s a debit (represented as a (+).

PART 2 – SETTING UP AND USING MEMBER WIZARD FOR TREASURERS

Step 1   The first step is to set up your Bank Accounts so purchases and receipts can be recorded against each of your various bank accounts (you can set up as many bank accounts as you require). You do this in Settings/Bank Accounts.

Step 2   Next you need to set up your Chart of Accounts. These are all the categories that you want to record income and expenditure or assets and liabilities against. You can find and set up your Chart of Accounts in Settings/Account Categories.

Member Wizard already has a number of Account Categories set up which it needs in order to operate. You cannot delete these however you can hide any you do not need or use by either selecting it in the Account Category list then either clicking Edit from the menu or right clicking your mouse and selecting Edit then unchecking the Active box. You can always reactivate them again by checking the box marked Include Inactive at the top of the Account Categories list. CAUTION: If you make an account category which is used by Member Wizard inactive you may find you will have problems performing some transactions so be judicious with how you adjust these settings.

You will note that Asset and Liability category types have a box marked Current which is checked by default. This simply refers to where the account will appear on your Balance Sheet – as a Current or Non-Current asset or liability.

You will also note that Member Wizard includes your membership types in your Account Categories list which is done for simple convenience.

You can view the transactions recorded against each Account Category by clicking on it and selecting Show Transactions. Transactions can be displayed for a number of periods by changing the Date Range at the top of the list. You can print this list also or export it to Excel.

Parent and Child Categories

Quite often you want to group together and total several account categories on both your Profit and Loss and your Balance Sheet reports. You do this by firstly creating an Account Category which you name appropriately to be the Parent. For instance you may wish to combine all your Membership Types together and total them under a Parent Category called Memberships.

To do this you need to decide where it is you want the total category to appear on your reports. For instance for Memberships you would want to see them in the Income section of your Profit and Loss so you would create the category from the Account Categories list by clicking +Financial Category calling it Memberships and making it of an Income type. Alternatively if you paid rent on a number of premises you would want it to appear in the Expense section of your Profit and Loss so you would create it as an Expense type.

You then would create your membership types and check the box marked Has Parent then select the newly created Membership account. In this way all accounts with that parent type will be itemised and totaled in your reports. You can next Parent/child categories within each account down to 2 levels.

See the following example extract from a Profit and Loss Report for a parent/child Membership category totaled to 2 levels.

Memberships

                Annual memberships

                                Annual Full members                     $2000

                                Annual Associate members         $  500

                                                                                Total      $2500

                6 month memberships

                                6 month Full members                  $500

                                6 month Associate members      $100

                                                                                Total      $600

                                                                                                                TOTAL $3100

NOTE: Parent categories cannot contain any transactions. Transactions can only be recorded in CHILDREN of that Parent category. In the above example ”Memberships”, “Annual Memberships” and “6 month memberships” are all Parent categories. These are not used as the categories on receipts. “Annual Full Members”, “Annual Associate members”, “6 month Full members” and “6 month Associate members” are the Child categories. These are the categories against which you enter your receipts.

Member Wizard Reports

The two main reports usually required by management committees from their Treasurer are

1.   Profit and Loss (shows income and expenditure by category). This is the report that shows the committee how much has been either earned or spent against each category for that financial year up to the date you have entered.

2.   Balance Sheet (shows assets – usually bank account balances, and liabilities eg un-acquitted grants. This shows the committee how much money is available left in bank accounts and if there are any liabilities outstanding which need to be allowed for.

If you record all your transactions in Member Wizard then each of these reports are available by the simple click of a button. You can also compare the current against the past year’s figures.

RECEIPTING CASH AND (IN PERSON) CREDIT CARD PAYMENTS

To receipt Cash simply change the Payment Type on the receipt to Cash. (Default is EFT). 

To Receipt a tap card payment simply change the Payment Type on the receipt to Credit/Debit card.

If you are using a tap card reader which charges a card fee, and your organisation is covering the fee you will need to add a Negative amount  to represent the card service fee to the receipt.

To create this negative amount when you have entered the item that that the member is paying for with their card click Add Item. Click the Show all Categories box and select the account category into which you wish to accumulate the card fee charges. This account category should be an Expense category account. You will need to enter the amount with a negative sign before it so that it is deducted from the receipt total. 

If the member is covering the fee you will need to add the fee on to the receipt using the same method as above but the amount you enter will not be negative.

CREATING A DEPOSIT (CASH/CHEQUES OR TAP CARD READER PAYMENTS)

When you receive cash or a credit card transaction in person from someone you don’t generally rush straight down to the bank and deposit it. Usually you wait till you have a number of cash transactions to bank and you do them in a single deposit. Similarly if you are using a card reader such as Square you generally close the balance out at the end of the day and it may include several such transactions.

The bank when it produces its bank statement or transaction record will show only the totals of these deposits – it does not know what the individual transactions were which made up that total deposit. For this reason you need to create a deposit in Member Wizard which will reflect what the bank is going to show on its bank statement or transaction record.

To create a Deposit click on Money/Deposit then +Add a deposit. Select the bank account and the date you made the deposit or close off the Square balance.

Fill out the date and the bank and put in a reference which explains that it is the sum total of the days Square fees. Make sure you have selected Credit Card as the Payment type.

A list of all the undeposited receipts where you selected Cash, Cheques or Credit Card Payments appear on the Deposit. Select which receipts you are depositing and click Save. When you come to Reconcile your bank account the total deposit amount will be listed but you will be able to click on it and view which receipts were included.

RECEIPTING EFT (DIRECT DEPOSIT) RECEIPTS

When you select EFT as the Payment type the system automatically does a deposit for you so you do not need to manually create one as per above. When you come to do your bank reconciliation the amount of the receipt and who it was to will show already on the list waiting to be reconciled.

NOTE: If you make an error and record an EFT deposit as say Cash or Credit/Debit card you can change it on the receipt but you will need to go to the Add Deposit screen and create a manual deposit for it. The system will not recognise the change until you do this. 

RECEIPTING STRIPE

If the member pays through Stripe online via an invoice you have sent out through Member Wizard, the receipt and the transfer from Stripe down to your bank account are done automatically. The member is automatically emailed a receipt directly from Stripe.

If however you wish to accept a Stripe payment face to face then simply create the invoice in Member Wizard, this will then show an amount against the member’s record in the Member List. Highlight the member and click the Card Payment option in the page menu. Type in the card details and click SAVE. Please note there has to be an outstanding Invoice in order for the Card Payment option to appear.

RECONCILING YOUR BANK ACCOUNT WITH YOUR BANK STATEMENT

This is usually carried out at the end of each month or immediately before you are required to present updated figures to your committee. A bank reconciliation is an accounting requirement to show that you have correctly accounted for every expense and income item and that your tally corresponds with that of your banks.

To create a Bank Reconciliation click Money/Bank reconciliation in the main menu. Click +Add at the top then select the Bank Account you wish to reconcile. You should reconcile every bank account and Petty Cash fund on a regular basis as it become difficult if you try to do several months at a time. If you select to reconcile Stripe the system will connect to Stripe, match the receipts against the Stripe payouts and will either allow you to simply click Reconcile if all receipts and transfers are present or give you a list of missing transactions in Member Wizard. If you click on one of these missing transactions you will be able to add it and it will disappear from that list and appear in the Reconciled column of the Bank Reconciliation.

After you have selected the Bank Account, you will see all the transactions – receipts, expenses and bank transfers – you have created in the system appearing in the left hand column. The right column will usually be empty.

Enter from your bank statement the closing bank balance at the top of the form under Closing Balance. Then using your bank statement one by one go through and tick off every item on the statement that appears on your screen and click on the item on your screen and drag it across to the right hand column.

As you do this you will notice the greyed out field called Difference change either up or down depending on if it’s a receipt or an expense. If you find a transaction on your bank statement that is NOT in your system you can use the buttons marked Add Receipt, Add Deposit or Add Expense at the top of the form.

When you have accounted for all the items on your bank statement the Difference should show 0 and the button at the bottom right of the screen will change from SAVE to RECONCILE. Click this and you have reconciled your statement for the month.

If you find you can not complete your reconciliation because you need to go check something in your system or you run out of time etc remember to click the SAVE button or you will have to start all over again when you return.

ACCOUNTING FOR GST

If you pay/collect GST you can add or include GST on any receipt or expense item by highlighting each line of the receipt or expense and clicking either the +Add GST or -GST buttons below the Item box. Your GST Report will record all GST transactions. If you do not see the +Add GST and Inc. GST buttons on receipts or expenses then you must go to Settings/Organisation Details to the Money tab and check the box which says Registered for GST. The buttons will then appear.

MEMBER WIZARD FINANCIAL REPORTS

The reports you will generally take to your committee meeting as Treasurer are the Profit and Loss and the Balance Sheet. These are automatically generated by clicking Reports/Profit and Loss or Reports/Balance Sheet from the main menu. It is wise to check that the balance on your Balance sheet actually does match your current bank balance.

You can also prepare a GST report if you are registered and recording GST on your receipts and expenses.

LIST OF TRANSACTIONS ENTERED AGAINST AN ACCOUNT CATEGORY

To obtain details in a list of transactions which have been entered against a particular account category go to Money/Account Categories. Select the account of interest and right click on it and select Show Transactions or select Show Transactions from the left hand menu. You can print this list if required by selecting Print Account List. If you double click on any of the entries it will open to show you the receipt or expense which relates to the entry. You can also export all transactions to Excel.

ACCEPTING PAYMENTS ONLINE

Member Wizard offers two online payment transactions systems.

Stripe: will allow your members to pay their membership dues or for classes or events online through either email or on your organisation’s website.

Stripe requires setup and integration into your system before being able to use it. Settings/Member Payment Details page.

Direct Debit: Members can pay by transferring funds directly into your bank account provided you have set up your bank account details in Settings/Bank Accounts. They will be given a reference number to accompany their payment to make it easier for you to identify payments on your bank statement.

NOTE:   Members who pay using Stripe for membership will automatically receive a receipt for their payment and their new membership Paid to Date will be automatically incremented.

Members who use Direct Deposit to pay their membership will require you to issue a receipt when you have identified the payment on your bank statement. The issuing of the receipt for membership will then automatically increment their Paid to Date.

These are the fields you can upload into in Member Wizard. The only mandatory field is the Last Name field. To facilitate the upload of your members please ensure your member spreadsheet is in this format.

For Member Wizard to set up your organisation please provide the following information to support@memberwizard.com.au

MEMBER WIZARD NEW U3A CLIENT CHECKLIST

1.       A spreadsheet of members showing all details you wish to record as per the Importing Members into Member Wizard fact sheet.

2.       For U3A clients or any other organisation running classes for members, a list of classes currently running and the members of each. The list should include the time/date and location of the class and the name of the tutor.

3.       Timetable of teaching periods for instance does your organisation run terms? Can members pay for classes for a term, a block or for each class individually?

4.       The membership types and prices

5.       The membership period eg January to December or rolling membership

6.       The finance period eg July 1 to June 30

7.       A copy of the last P&L and Balance Sheet or the Cash book showing balances for the end of the period after which you will be recording transactions in Member Wizard.

8.       A list of any income or expenses for the month to date including if possible the creditor/debtor name

9.       The current bank balance of all accounts from the start of the period after which you will be recording transactions in Member Wizard, Account name, BSB and Account number of all accounts.

10.   A jpg file of the organisations logo plus the postal and street address of the organisation, its registered name, web site, Facebook/Twitter url and ABN

11.   The names and roles of all people on the committee

12.   The name of whoever is going to be responsible for replies to system emails eg receipts etc

Please ensure that all data is consistent in each column of the spreadsheet. If a capital O has been used in place of a zero in any number it must be removed and replaced with a zero.

IMPORTANT: ALL COLUMNS MUST BE FORMATTED AS TEXT. THIS MEANS TO HAVE A LEADING 0 SHOW ON MOBILE NUMBERS YOU MUST PLACE ‘0 BEFORE EVERY NUMBER.

If there is any data you do not wish imported simply name the column containing it DNI (do not import).

It is far easier to add data on import than have to go through member by member and insert it after import so fields such as membership type, paid to date and start date are important to include on your spreadsheet.

Last Name

First Name

Phone 1

Phone 2

Phone 3

Street 1

Street 2

Suburb

Postcode

State

Email Address

Member Number (must contain ONLY numbers)

Membership Type

Membership Paid to (date)

Comments

Start Date (date)

Emergency Contact

Emergency Contact number

Active member: If you are also importing Inactive members then there needs to be a column called Active and each member needs to have either True or False on their row in this column. If you do not wish to do this we can import all members as Active and then De-activate them in bulk based on their membership paid to date.

If you have any data which you wish to keep you can create Custom Fields with types as follows:

Text

Date

True or False

Simply include a column in your spreadsheet with the custom data in it (eg date or year of birth) and we will import it as a custom field.

 Groups

If you have any groups within your organisation you can include membership of these in your import. Simply include a column for each group you have and type the full name of the group (as per the column heading) against each member who is a part of the group. The group will be named identically to the column heading although this can be changed later if necessary. (You may have several columns like this if you have several groups).

NEW MEMBER JOINING OR ENROLLING IN CLASSES

NEW MEMBER JOINING

1. If you are in a noisy crowded environment, we suggest you ensure you have blank membership forms provided in the room and direct new members to fill out the form and then bring it to the admin table. You will find this much easier than trying to hear their details in such circumstances.
2. On the Member List page click +ADD and enter the new member’s details on the Contact page.
3. If your organisation has set up their Member Wizard so that new members require approval before being made Active then your new member will be created as a Status of Pending. You can find these members by changing the Status field at the top of the Member List from Active to Pending..
4. Click SAVE, a message will appear asking if you wish to receipt the member. If they member is paying now through cash, cheque or by tapping their payment card say YES. If they indicate that they would prefer to receive an invoice and pay via direct deposit say NO.

Paying by Cash/Cheque/Credit card tap

1. A receipt will appear with the member’s details prefilled in it.
2. Select the payment type (probably either Cash or Credit Card if using a Square reader).
3. Click on the ADD ITEM button below the receipt item box
4. In the Category box select the membership type they are paying for, the cost and the member’s paid to date will then appear, click SAVE.
5. If the member has provided you with an email address on their record they will be emailed a receipt. If not and provided you have a printer connected to the computer carrying out the receipting you can check the Print Receipt box and click SAVE.
6. See END OF DAY processes below to see how to deposit cash/credit card receipts.

Paying by Credit or Debit card when Stripe is connected to your Member Wizard

1. If you are connected to Stripe then enter the member’s contact details and save their membership. Select Yes when asked if you wish to create an Invoice.
2. You will see there is now an amount for membership showing in the Member’s Amount Owing column in the Member List.
3.  Highlight the member’s name in the Member List and click the Card Payment option.
4. Enter the member’s card details and click Save. A receipt will be sent to the member if they have email otherwise it can be printed from the Money/Receipt List.
5. The Member’s paid to date will then be inserted in their member record.

Paying from an Invoice

1. From the Money menu select Invoices and locate the Member’s membership invoice. Click Email. If this is greyed out and can not be selected it is because your member has no email address. In this case you can only print the invoice.
2. A window where you can enter a brief email message will appear, in the Subject line type Membership Reminder - <your organisation name>. You may wish to type a brief message but it is not necessary.
3. Click SEND. The new member will receive an Invoice with an amount to pay and the BSB details of where to deposit the money or if you are connected to Stripe, a credit/debit card payment field.
4. For direct deposit payments, once the Treasurer has receipted the funds the Member’s paid to date will be displayed on the Member List and the system will email them a receipt. Until then it will be blank. For Stripe the receipting and paid to date process is automatic.

NEW MEMBER ENROLLING IN CLASSES

1. If the member is both joining AND enrolling in classes, complete the relevant new member process above first.
2. Remember if you have checked the box New Member Needs Approval in the Settings/New Member Application page then your new members record will not appear in your Active Member List but will be in your Pending Member List. To view this list change the Status at the top of the page to show Pending.
3. Locate or search for the member name on the Member List and double click on the member’s record. Go to the CLASSES tab at the top of the member record and select the class/classes the member wishes to enroll in. If the member indicates they wish to pay now by cash/Square or cheque select NO.
4. If you answered NO (the member will be paying now) then after saving the member record highlight the members name in the Member list and click Receipt.
5. A receipt will appear with the member’s details indicated and an amount owing equivalent to the classes they have enrolled in will be shown in the Item field.
6. Select their payment method and click SAVE. A receipt will be emailed to them if they have provided an email address otherwise you can check the Print Receipt box if there is a printer attached to the computer you are on and process their payment.

IMPORTANT: If the member is both joining and enrolling in classes at the same time then before sending them a membership invoice enrol them in their classes and then instead of Members/Email Membership Invoices instead highlight their name in the Member List and click Email Pay Owing. This will combine all outstanding invoices into one itemized invoice which can be paid with one amount.

END OF DAY DEPOSITING OF CASH/CHEQUE AND CREDIT CARD PAYMENTS

At the end of the day you will likely have an amount of cash and cheques and possibly will have made a number of Square credit card transactions.

When this money is deposited it goes into the bank as a total bulk amount. The Member Wizard system in order to provide you with a figure which will be replicated on your bank statement needs to know which receipts are included in this bulk amount.

You will need to create 2 deposits. One for the cash/cheques and one for the end of day reading from the Square reader.

 The method used to do this is to produce a DEPOSIT.

 Cash/Cheques

1.      Click Money/Deposit then click +Add on the Deposit list page.

2.      Select the Bank Account into which you will be depositing the cash/cheques.

3.      A list of all the Cash/Cheque/Credit Card receipts will appear in the list.

4.      Select all those which are Cash or Cheque.

5.      These will be totaled at the bottom of the form. Ensure that the totals equal the amount of Cash and Cheques that you have received.

6.      Click SAVE.

Credit Card payments

7.      Click Money/Deposit then click +Add on the Deposit list page.

8.      Select the Bank Account into which the credit card payments will be made.

9.      A list of all the Cash/Cheque/Credit Card receipts will appear in the list.

10.  Select all those which are Credit card.

11.  These will be totaled at the bottom of the form. Ensure that the totals equal the amount of Credit card deposits on the Square reader

12.  Click SAVE. Using this method, the amount of the deposit will represent the amount which appears on your Bank Statement which will make your Bank Reconciliation process easy.

RENEWING MEMBERS

If a current member indicates they wish to pay their next year subscription

1.      Search for the member name in the Search bar at the top of the Member List page

2.      Highlight the member’s name and select Receipt

3.      A receipt form will open with the member’s details prefilled in it

4.      Select the payment method

5.      Click +Add Item and in the Category box select the membership type of the Member.

6.      The amount and new paid to date will be defaulted into the relevant fields.

7.      Click Save to return to the receipt and then Save again to email the member a receipt or check the Print box if a printer is connected to the computer to print a receipt.

CURRENT MEMBER ENROLLING IN CLASSES

If the member is already current in the system and just wishes to enroll in classes for the next Term

1.      Search for the Member in the Member List

2.      Double click to open the member record

3.      Go to the Classes tab at the top of the member record

4.      Select the classes they wish to enroll in

5.      Click SAVE

If the member indicates they wish to pay by invoice and direct deposit

6.      When asked if you wish to send the member an invoice click YES.

If the member indicates they wish to pay now by cash/cheque or using your card reader

7.      When asked if you wish to send the member an invoice click NO.

8.      When you are returned to the Member List, highlight the members name and click RECEIPT in the page menu.

9.      A Receipt form will open with the member’s details pre filled and the amount owing for the class already defaulted in, click to accept this.

10.  Process the payment in the usual way depending on how they are paying (Cash/Cheque or Credit card).

If you do not have a tap card reader but are connected to Stripe

11. The amount the member owes for classes will show in the Amount Owing column. Highlight their name in the Member List and select Card Payment.

12. The payment window will open, enter the member's card details and click Save. The member will be automatically emailed a receipt (provided they have an email address, if not and you have a printer connected go to Money/Receipt, locate the member's receipt and select Print.

INSTRUCTIONS FOR RECEPTION STAFF ON HANDLING MEMBER PAYMENTS

Log In to Member Wizard

1.      Enter the following URL into your web browser. https://memberwizard.com.au/

2.      Click on the LOGIN button at the top right of your screen.

3.      Enter your Username and Password to log in to Member Wizard.

Edit an Existing Member’s Details

1.      At the top of the main menu column at the left of the screen, select Members.

2.      Select the first option under this menu option. This also is called Members.

3.      You will see that the Status field at the top left of screen defaults to Active members. These are members who have been financial in the last calendar year. The list also includes life members and non-paying tutors. If wanting to find a member who has not been financial in recent years, select Inactive members.

4.      To edit an existing member’s details, search for the member in question by using the Search field at the top right of the screen. It is quicker to Search for a member using either their name (can be surname or first name) or member number. To view and search by member number, tick the Member # check box at the top of the screen.

5.      Double-click on the required member’s name or highlight the required member and select Edit from the list of options to the left of the list of names.

6.      In the Edit Member window, make the required changes to the recorded data.

7.      Once you have finished editing the member’s details, click Save.

Adding a New Member

1.      At the top of the main menu column at the left of the screen, select Members.

2.      Select the first option under this menu option. This also is called Members.

3.      You will see that the Status field at the top left of screen defaults to Active members. These are members who have been financial in the last calendar year. The list also includes life members and non-paying tutors.

4.      Select the + Add from the list of options to the left of the list of names. This will open the New Member Details screen.

5.      Complete as many as possible of the listed fields. Please note that the Contact Address (plus Suburb and Postcode) refer to the member’s postal address. The Other Address (plus Suburb and Postcode) refer to the member’s residential address and should only be entered if they differ from the postal address.

6.      In the menu list across the top of the Add Member screen, select Groups. Tick the check box that corresponds to the new member’s home district. If they are willing to be a tutor, tick that check box also.

7.      Once finished entering the new member’s details, click Save. You will be notified of the new member’s Member Number.

8.      You will then be asked if you would like to enter a Receipt or and Invoice for this member. This allows you to receive a payment from the new member for their membership subscription.

9.      If you choose Receipt, you will enter the Add Receipt window. Check the Receipt Date is correct (For EFT - Change to the date of the Bank transactions)

10.  Check the following:    Paid by: Member (correct for Member payments)

                                           Member: Members name (check member’s name is correct)

11.  Select Payment Type   EFT (Members who paid via direct transfer to S21 bank a/c)
                                     Cash (Member pays you Cash)

                                           Cheque (Member pays you Cheque)

                                           Split (Member pays you part Cash / Cheque / Cr or Dr Card)    

                                           Credit/Debit Card (Member pays via card - EFTPOS machine)

12.  Select Bank Account – Only required for EFT payment type – Select S21 account in this case.

13.  Click Add Item button and Select Category and type ‘New Member’ and select.  Check the amount displayed is correct and click the Save button.

14.  Check that the membership type, cost and the new Paid to date: are correct and if not edit as necessary. The Paid to date should reflect the end of the current financial year unless the member is joining in the last two months of the current membership year in which case it will be for the end of the next membership year.

15.  Do not click on any GST buttons. 

16.  The Total owing will be displayed. Take payment and check money/amount is correct.

17.  Select either Print Receipt or Email Receipt. Click Save.

18.  If the member indicates they wish to pay by credit card and you do not use a card reader but are connected to Stripe then instead of creating a Receipt, you should select to create an Invoice. Follow then the steps as per renewing members paying by Stripe below.

Receipting an Existing Member’s Membership Subscription without using Stripe

1.      In the Members screen, search for the member using either their name (can be surname or first name) or member number. See the search field at the top right of the screen. To view and search by member number, tick the Member # check box at the top of the screen.

2.      If you can not locate the member’s name in the Active status list then change the status to Inactive and search there. If the member has been made Inactive then on the Organisation tab of the member’s record change the status from Inactive to Active. In this case also remember to check the paid to date of any subscription payment they are making and adjust it to reflect the correct paid to date as necessary when receipting.

3.      With the member name highlighted, double click to check member’s details are correct.  If changes are required, make changes and Save.

4.      Select Receipt from the list of options to the left of the list of names. The outstanding balance for Class or other fees may appear. Check OK.

5.      In the Add Receipt window, Check the Receipt Date is correct (For EFT - Change to the date of the Bank transactions)

6.      Check the following:    Paid by: Member (correct for Member payments)

                                           Member: Members name (check member’s name is correct)

7.      Select Payment Type   EFT (Members who paid via direct transfer to S21 bank a/c)
                                     Cash (Member pays you Cash)

                                           Cheque (Member pays you Cheque)

                                           Split (Member pays you part Cash / Cheque / Cr or Dr Card)    

                                           Credit/Debit Card (Member pays via card - EFTPOS machine)

8.      Select Bank Account – Only required for EFT payment type – Select the organisation’s bank account used for membership payments.

9.      Click Add Item button and Select Category and select the membership category of the renewing member.  Check the amount displayed is correct and click the Save button.

10.  Check that the membership type, period and paid to date are correct and if not edit as required. Paid to date should be the end of the next membership year. Note. If a member has been Inactive then their paid to date will reflect 12 months from the last paid to date so edit this to be the end of the correct membership year.

11.  Do not click on any GST buttons. 

12.  You will see that the member’s unpaid fees/items are listed on this screen.

13.  FOR PART PAYMENT - From the Add Receipt screen – to remove the items/fees the member is not going to be paying at this time, highlight the item to be removed and click the Delete Item button to remove these items from the screen. Show only the item/items the member is paying and then click the Save button. The receipt will show the amount still owing. Items deleted from this screen will not be deleted from the system. They will still appear in the items owing list to be paid at a later date.

14.  The Total owing will be displayed. Take payment and check money/amount is correct.

15.  Select either Print Receipt or Email Receipt. Click Save.

Membership payments using Stripe

Follow steps 1-3 above.

1.      An invoice will be created against the member’s record

2.      Select the members name from the Member List and click Card Payment

3.      If this option is greyed out and can not be selected it is because either there is no outstanding invoice or your organization is not connected to Stripe.

4.      Enter the member’s card details and click Save. The member will automatically be sent a receipt to their email address of if no email then you will be able to locate the receipt in the Receipt List and click Print.

Enrol a Member into a Class

There are two ways to enrol a member into a PPC class.

Option 1: Enrol a Member into a Class through the Members Screen

1.      In the Members screen, search for the member using either their name (can be surname or first name) or member number. See the search field at the top right of the screen. To view and search by member number, tick the Member # check box at the top of the screen.

2.      Double-click on the required member’s name or highlight the required member and select Edit from the list of options to the left of the list of names.

3.      In the Edit Member window, select Classes at the right of the menu options at the top of the window.

4.      Scroll through the list of available classes and tick the check box in the Enrol column for each class the member wishes to be enrolled in. If the class in question is full, you will only be given the option of adding the member to the waiting list. Once you have finished, click Save.

5.      You will be told that an invoice will be raised for the new enrolments and you will be asked if it should be emailed to the member.

6.      To receive payment for these new enrolments and any other outstanding amounts, with the member name highlighted, select Receipt from the list of options to the left of the list of names. You will be told the total amount owing for this member.

7.      In the Add Receipt window, Check the Receipt Date is correct (For EFT - Change to the date of the Bank transactions)

8.      Check the following:    Paid by: Member (correct for Member payments)

                                           Member: Members name (check member’s name is correct)

9.      Select Payment Type   EFT (Members who paid via direct transfer to S21 bank a/c)
                                     Cash (Member pays you Cash)

                                           Cheque (Member pays you Cheque)

                                           Split (Member pays you part Cash / Cheque / Cr or Dr Card)    

                                           Credit/Debit Card (Member pays via card - EFTPOS machine)

10.  Select Bank Account – Only required for EFT payment type – Select S21 account in this case.

11.  Do not click on any GST buttons. 

12.  You will see that the member’s unpaid fees/items are listed on this screen.

13.  FOR PART PAYMENT - From the Add Receipt screen – to remove the items/fees the member is not going to be paying at this time, highlight the item to be removed and click the Delete Item button to remove these items from the screen. Show only the item/items the member is paying and then click the Save button. The receipt will show the amount still owing. Items deleted from this screen will not be deleted from the system. They will still appear in the items owing list to be paid at a later date.

14.  Take payment and check money/amount is correct.

15.  Select either Print Receipt or Email Receipt. Click Save.

Option 2: Enrol a Member into a Class through the Classes Screen

1.      In the main menu column at the left of the screen, select Classes.

2.      Select the first option under this menu option. This also is called Classes.

3.      You will see a screen that lists all the available classes, the number of students currently enrolled, the number of members or prospective students in the waiting list, and the maximum number of students that can be enrolled in the class.

4.      Navigate to the class that the member wishes to enrol in. You can use the Search field at the top right of the screen or just scroll using the navigation buttons at the bottom of the screen.

5.      Highlight the required class and select Enrolled Students from the list of options to the left of the list of classes.

6.      This window shows the students currently enrolled in the class in question. If the class is full, change the Student Status from Enrolled to On Waiting List to see members on the waiting list.

7.      You can add members to the class (if it is not full) by selecting Add to Enrolled List at the top of the list of options to the left of the list of students (in Enrolled List view).

8.      If the class is full, you can add members to the waiting list by selecting Add to Waiting List at the top of the list of options to the left of the list of students (in Waiting List view).

9.      If a place becomes available in the Enrolled list (the class) and there are members in the Waiting List, display the waiting list, highlight the member to be added to the Enrolled List, and use the Move to Enrolled List option to the left of the list of waiting members to move that person into the class. An invoice will be generated at this point.

10.  You can use this screen to Delete students off either list, or to Move them between the two lists. This needs to be done with care as it will affect invoices for class enrolments.

11.  Please note that the Waiting List displays the date and time that members were added to the list. They can be moved to the class in the order that they were added to the waiting list. You can sort the waiting list in order of the date added.

12.  Once finished, to receive payment for this class and any other outstanding amounts, go to Step 6 of Option 1 in the Members menu option.

Note: Option 2 has the greater capabilities for managing the Enrolled and Waiting lists and gives more information on the class and its students. Option 1, however is probably more direct if just enrolling the member in one class as it also allows payment of fees through the Receipt function in the Members section.

Removing a Member from a Class

1.      If the member asks to be removed from any of the Classes listed on the Receipt screen, go to the Members screen, find the member in question and then select Statement from the options to the left.

2.      Highlight the class invoice to be removed and click Delete. This will remove the invoice and member from the Class List. This cannot be done to an invoice that has already been paid.

3.      A member can also be removed from a class by using the Classes section (as in option 2 above), displaying the enrolled members and selecting Remove. However, this does not delete the invoice and this will have to be done separately.

4.      If the member wishes to either move from one class to another go to Classes and select the class the member is currently enrolled in.

5.      Highlight the student’s name and click Move Student to Another Class. Enter the amount to be credited from one class to the other and select the New Class. Click the box if you wish to send the student an Invoice from the remainder of the class fee.

6.      If the credit amount is 0 the entire class fee of the new class will be invoiced. If there is however an amount entered this amount will be deducted from the new class fee.

7.      If the amount credited is greater than the cost of the class a credit will appear on the member’s statement and will be deducted from any other outstanding amounts.

8.      If you wish to refund this credit then transfer the money to the member’s bank account and issue them a receipt for the negative amount equal to the refund. Use the same account category as the money was originally deposited into.

In order to manage receipts and expenses you firstly need to create the categories you wish to record. The Settings, Account Categories section enables you to create new Financial Categories, Membership Types or Bank Accounts. Each of the types of accounts is also represented individually in Money and Membership Types respectively. Your Account Categories are also those you will see on your Profit and Loss Report. and your Balance Sheet.

This screen is also useful for being able to view the various Transactions which have taken place using the highlighted Account Category. 

You can set up a financial account which you intend using as a main heading (known as a Parent Account and then create sub accounts beneath that heading account known as a Child Account. This means on your Balance Sheet or Profit and Loss the totals of these Child Accounts will be listed as well as total for the entire Parent group.

If you wish to use a Parent/Child account system then you should firstly set up the Parent account (make it an Income or Expense, Asset or Liability category depending on where it will fall on the P&L or Balance Sheet.

Please note, you can not make an account a Parent Account if it contains any transactions. Parent Accounts can not hold their own transactions, they can only hold Child Accounts which can then hold relevant transactions.

When you create the Child account check the box Has Parent Account then locate and select the relevant previously created Parent Account.

To stop viewing a particular membership, financial or bank account simply uncheck the Active check box on each individual screen. To see Inactive account categories check the Include Inactive box on the main Category List page.

You can drill down on any Account Category list item by either double clicking on it or by selecting it and choosing Show Transactions from the Action Menu to the left. From there you can also Print Account List or Export to Excel if you need to perform other functions and calculations on the data. You can filter the transaction list to display both this and last financial year, this and last month or all transactions.

Importing Account Categories at Organisation setup stage

If you have a large number of account categories you may wish to have them imported just as your member list is imported. If you wish to do this and you are currently setting up your organisation, you can send your spreadsheet of account categories and opening balances along with your membership spreadsheet to support@memberwizard.com.au and they will be imported at the same time. If you wish to do this yourself you can find the menu item in Settings/Import Account Categories along with instructions on how to prepare your spreadsheet for import.

You can configure your organisation's set up in Member Wizard to reflect the means of payment for membership fees. These details are used both when sending out Membership Invoices by means of including a link in the accompanying email to pay by Direct Deposit or Credit / Debit Card and also when a new member joins from the link on your website - see Settings/ New Member Application.

In order to provide your members with the details on how to access these payment methods you need to firstly include them in Settings, Member Payment Details.

Member Payment Options

There are two ways to accept payment through emailed Membership Invoices and Member Online Applications: Credit Card or Direct Deposit

The process to register for a Stripe Account to accept payment by Credit / Debit Card is part of the Member Wizard setup process outlined below.

Accepting Donations

You can also check the Enable Donations box on either of the 2 payment options if you wish there to be an option for members to include a donation with their membership payment. The facility to accept donations when paying for membership is only available when members pay via the Member Portal.

You can select which Account Category your Donations will be credited to or use the default existing Donations account category automatically selected by Member Wizard.

Setting up Member Payment Options

1. Credit / Debit Card.

Configuring this option will permit members to pay Reminders and also Member Online Applications using their Credit / Debit Card. Member Wizard uses independent banking system Stripe to provide this facility. Member Wizard does not store or even collect Credit / Debit Card details.

To setup your organisation to use Stripe check the box marked Allow Credit / Debit Card on the Credit / Debit Card screen. By default the option for your members to pay the Stripe costs for this is checked but if you wish your organisation to bear the charge then uncheck this box. Currently the fees for using Stripe is 1.70% plus 30 cents per transaction for domestic Credit / Debit Cards and 3.5% plus 30 cents per transaction for international cards. Member Wizard may also charge a small transaction fee depending on your service agreement with us.

When ready click the Connect with Stripe button and fill out the information required on the following screen. Once accepted and confirmed by Stripe you will be able to accept online Credit / Debit Card payments. These payments will be automatically credited by Stripe into the bank account you nominate during the set up process.

Before you start the Stripe connection process be sure you have read the help article Setting up and Connecting to Stripe

When the member logs into the Member Portal and clicks the Pay Subscription button they will be taken to a screen where they can confirm their contact details. This will then display the membership invoice details plus any other amounts outstanding along with a box where they can enter their Donation amount. This is the only place where this functionality can be provided.

2. Direct Deposit

Click the Allow Direct Deposit box then provide your BSB, Account number and Account Name for your organisation's bank account. If you have members who pay outside Australia you can enter the SWIFT code. Once again, you can check the Enable Donations box if you wish an option to donate to your organisation appears on your emailed Membership Invoices.

Configuring this option will permit members to pay Reminders and also Member Online Applications using their Credit / Debit Card. Member Wizard uses independent banking system Stripe to provide this facility. Member Wizard does not store or even collect Credit / Debit Card details.

To setup your organisation to use Stripe check the box marked Allow Credit / Debit Card on the Credit / Debit Card screen. By default the option for your members to pay the Stripe costs for this is checked but if you wish your organisation to bear the charge then uncheck this box. Currently the fees for using Stripe is 1.70% plus 30 cents per transaction for domestic Credit / Debit Cards and 3.5% plus 30 cents per transaction for international cards. Member Wizard also charges a small transaction fee. Funds raised in this manner are used to provide free accounts for small organisations with less than 30 members. Before you set up Stripe be sure to read the help topic Setting Up and Connecting to Stripe as there is some information you will need to assemble before you start.

When ready click the Connect with Stripe button and fill out the information required on the following screen. Once accepted and confirmed by Stripe you will be able to accept online Credit / Debit Card payments. These payments will be automatically credited by Stripe into the bank account you nominate during the set up process. Your connected account will then appear as below.

Click the Allow Direct Deposit box then provide your BSB, Account number and Account Name and SWIFT code (if required) for your organisation's bank account. Once again, you can check the Enable Donations box if you wish an option to donate to your organisation appears on your emailed Reminders however please note that donations can only be added when members pay via the Member Portal or via direct deposit. Stripe will not allow the invoiced amount to be changed when paying from an emailed reminder.

Member Wizard can make it easy for you to grow membership by providing a link for you to use on your web site for members to apply and pay for membership. What's even better is that their information such as contact details feeds directly into Member Wizard so that you don't have to create them in the system. You can if you wish bypass the creation of a membership invoice should your members be required to pass through an approval process before being able to join.

To set up your organisation to use this functionality go to Settings/New Member Application Setup. The first tab Settings contains the information to set up the application form. The second tab Required fields allows you to specify which fields MUST be filled out in order for a member to submit their application. By default only the Last name field is mandatory.

1. New Member Instructions Type in any instructions or information you need your new member to know before they start to register as a new member. This information will appear when you new member clicks on the membership link on your website. This field is optional.

2. Select the Membership Types Allowed for your members to choose. Obviously if you have membership types in your system for Life Members or Honorary Members you would not want these included so you must tell the system which ones you want made available for new members to choose. Once you have checked the box indicating the membership types you wish to offer click your mouse outside the box to close.

3. Select the Groups Allowed that the member is allowed to choose to join within your organisation. Any group you have (see Members, Manage Groups) where the box

3. Pro Rata Fees if your organisation has fixed year memberships and reduces membership fees for new members joining part way through a year, check this box. You will be able to select whether the pro rata interval is a month, a quarter or a half year. If you select this option a field will appear asking you what percentage of the full year fee should be charged for the pro rata period you have selected.

4. Extend membership by an extra year. Some organisations extend the new members subscription for the full following year if they join towards the end of a year. To set this up select Invoice Extra Year and then select the number of months before the end of the current year that this payment method will commence.

2. Select the Default Membership Type you wish to see displayed when members apply online. The only choices here will be those you have chosen in 1. above. Any other options you offer will be drop downs which can be selected on your website.

3. If your organisation requires new members to be approved by say your committee before joining then check the box New Members Need Approval. If you have this box checked then new members who apply online will be created with a Status of Pending. You can view all such members by going to Members in the main navigation and changing the option selected under Status at the top of the list page to Pending. Once the member has been approved you can make them Active by checking the Active box at the bottom of the member's record on the Organisation tab. 

If you have checked the New Members Need Approval box a second box will appear which if checked will not show the payment page on the following screen but instead display a message advising that the new member will be invoiced on being approved to join the organisation. If this box is not checked then after filling out their details and clicking Save the member will be taken to a payments page and an invoice will be automatically created and outstanding against their record until receipted.

4. If you charge New members a higher member fee in the first year than when they renew you can achieve this without having different membership types by ticking the box Joining Fee. The field which then appears will allow you to enter an amount and also an account category into which this joining fee is recorded. The joining fee will not be affected if you have selected a Pro-rata option for part year payments.

5. Select which user of your Member Wizard system will receive an email advising that a new member has applied to join in the Who Gets the New Member Email field. Only those members who have Member Wizard logins will appear here. Please note that this advice will only be sent when a member joins online, not when they are added by a User within Member Wizard itself.

6. In the Welcome Email box you can type the email copy that your new member will receive on application. This email will go out to ALL members added into your database, not just to those joining online.

7. Enter any Terms and Conditions your member must agree to in order to join your organisation. If these are extensive you can insert a link to the terms and conditions page of your website here. The member will be required to tick a box advising that they agree to the terms and conditions and the date and time they do this will be recorded against their member record.

8. If you wish to make any of the fields on the form mandatory you can do so by checking the box on the Required tab page. The system only requires Last Name or Surname field to be mandatory. We strongly suggest you consider carefully making fields mandatory as if a member does not wish to make this information known then they are effectively blocked from joining your organisation.

9. At the bottom of the page is the Copy Link to Clipboard. This will only be displayed after you have clicked the Save button. You can place this link behind a button on your website and your member will be able to then click to join your organisation. On saving their application they will then be offered the means of payment. 

Just as members can join your organisation online, so can they renew their existing membership and, if you have Stripe set up, pay online. Just as when you email your members a Membership Invoice they can update their personal details in your system, so too when renewing

Member Wizard maintains member privacy by asking renewing members to enter the email address linked to their account in your organisation's system. The email address is then matched with the member's details and a reminder notice is then sent to the member at the registered email address.

Should the email address not be found in your system the member will be advised of this and the email postal addresses of your organisation will be provided using the details found in your Organisation Setup.

Renewing Member Application

Members can renew their membership if they are in an Active or Inactive status provided they are in your database with the email address they advise when renewing. In the case of Inactive members they will only be invoiced for the current year - not back till when they were last active, their status on renewal will also be automatically changed to Active.

To deactivate unpaid Members see the Members/Deactivate Expired Members menu option. This permits a bulk change to be made for all members who's member subscription remains unpaid as at the current date. Alternatively you can go through one at a time and change the Active/Inactive status on each unpaid member.

Before an organisation can put the online member renewal form online there has to be an email address in the Organisation Setup. Once you have ensured that this is the case select Settings/Renewing Member Application

When you click the Renewing member Application menu option you will be provided with a link which you should copy to Clipboard. You can test this link if you wish by pasting it into your url banner at the top of your browser. The link is simply a url.

You now need to simply send that Clipboard link to your web site manager and ask them to place it in your page with a suitable title such as Online Member Renewal

Member Wizard allows you to rename some of the fields in your member's contact record. 

Phone Names

Member Wizard offers 3 fields in which to store Phone Numbers or similar information. By Default they are called Phone Number 1-3 respectively but you can rename them to whatever you wish (such as Mobile number, Home number, Skype Number or even something completely different such as Web Site for organisations where a member may have their own web site you wish to store.

When you set the Phone Names fields they will called the same across all members so it is advisable to make sure that you check carefully after renaming your phone number fields to ensure that there isn't inconsistent data displaying in them after renaming.

You access the Phone Names facility in Settings, Phone Names

Note: Users who access Member Wizard on their mobile phone can tap a member's phone number and dial the number directly from within Member Wizard. 

Street Address

You can rename Address 1, Address 2 as you require.

Last Name

You can rename Last Name if you require.

State and Postcode

If your region does not have these then you can rename them into whatever they are called in your country.

Organisation Label

This field is selectable to show on the Member Record page which means it can be sorted upon. A popular alternative to this field is to change its name to Family Group for those organisations who have membership type of a Family Group where one member has the cost of membership and other members are included free of charge. 

Your logo appears on a number of Member Wizard resources - receipts, reports, events etc. To upload your logo go to Settings, Upload Logo in the left hand navigation.

Logo images can be up to 1MB in size. Ensure you know where on your computer device your logo is located click the Upload Logo button then select the image from its saved location and it will be automatically uploaded.

Be aware that the size of the logo you upload while it will be reduced to fit in the Admin Portal and on invoices and receipts, will display as the full size should you have a Member Wizard Web Template. You can upload a different email in the web template for use only on the website.

If you do not have a spread sheet of your members or if you have a new member then you can manually add an individual member.

Click on Members in the left hand navigation and select Add Member from the actions box.

There are up to five tabs to the Create Member screen depending on whether or not your organisation runs classes.

1. The Contacts tab contains the contact details of the member.

There are 3 fields allocated for phone numbers. You can rename these as you choose (Settings/Phone names) and the changes you make will then be the same for all other members in your database. You may choose to call one Mobile, another Home and the third Work for instance. You can also rename the First name and Last name fields (Settings/Phone names).

2. The Custom tab records information fields that may be relevant or applicable only to your Organisation. You can add fields for whatever information you wish to store regarding each member's membership.

If there are some fields on the Contact tab which you don't need or want there you can move them to the Custom tab out of the way (Settings/Member Form Layout and follow the Help File).

To create a Custom Field go to Settings/Custom Fields. There are several types of custom fields.

1. Text fields

2. Date fields

3. Yes/No tick box fields

4. Radio button fields

For radio button fields you need to enter each option on its own line in the box provided. Members will be able to choose only one of the options.

3. The Organisation tab records a members details in relation to your Organisation such as their member number and type, when they are paid till, when they joined and whether or not they are Active.

When you have created a new member and click Save you will be asked if you wish to create a membership invoice or receipt for the new member.

If you choose to create an invoice then the system will create an invoice for the member based on the either the membership type selected when creating their record on the Organisation tab or the default membership type selected on the Settings/New Member Application page . This invoice will show as an Amount Owing adjacent to the member's name on the Member List and their Paid to Date will be blank until the invoice is receipted. Note that the invoice will not be emailed to the new member however if you wish to do so then after saving the new member record, highlight their name in the Member List and click the Email Pay Owing button in the page menu. You can view the invoice in the Member Statement.

If you choose to create a Receipt then the receipt form will open and the member's membership type and period will be displayed and their Paid to Date will be then be shown on the Organisation tab. do so then the member's Paid to date will be shown.

If you wish to make a member Inactive they will not appear in your Member List (unless you elect to show Inactive as well as Active members.)

The other way of creating members is to import your spread sheet of members directly into Member Wizard. See Importing your Membership List

4. The Groups tab shows the groups in which your member is a part. Groups can be for anything, Committee or Members with Dogs. The advantage of putting someone in a group is that you can email that group easily see Members/Managing Groups on how to create and manage groups. This tab is an alternative way to enter a member into a group simply by checking the box beside the group name.

4. The Classes tab will only be visible if you are an organisation which runs member classes and who as requested we turn this service on for your database. On this tab you can add a member to a class (provided there are vacancies). Note when you add a member to a class which has a fee attached to it in the Classes/Class module then you will be asked to select the period or payment option that the student wishes to choose. If there is a per lesson cost available and selected then no invoice will be created but a C will appear adjacent to the weeks for which the student has enrolled on the Class Attendance Sheet. If the student has chosen a Term or Block payment then an invoice will be created but not emailed. You will need to email the student this invoice if you require them to pay. The invoice will show as an amount owing against the student member on the Member List and on the Class Enrolment List.

Locking member record

If a member's record is being edited either by another user or on another device then anyone trying to access it will received a pop up message giving them the details of who is using the record and when they opened it. The record can be unlocked for editing by either closing down the other instance or by forcing a closure through Settings/Unlock Records. 

The reason for this is that if both members are editing the same record then the record when saved by the last user will overwrite any changes made by the first user.

Moving pop up forms

If you want to move the pop up form so you can read data from beneath it you can click and hold your mouse button down on the little hand in the top right corner of the form and drag the form to one side if you wish.

When you send out your Membership Invoice or members renew online (from your website), they will first be asked to update their personal details then be offered whatever payment means you have set up for your organisation (Direct Deposit or Credit / Debit Card). If they do not wish to pay online they can view and print the Direct Deposit for payment.

Updating your Contact Details

To update personal details they click the Edit button next to their displayed details. This will take them to a page within your organisations membership database which maintains their membership record and so they can directly update them in the system.. The only detail which can not be updated is their name for which they will need to contact the person responsible for your Member Wizard database.

Updating their Group Membership

At the bottom of the Update your Details screen is a button which will show them the Groups that they are currently registered within your organisation. They can edit these by clicking the button and either checking or unchecking the relevant boxes. They must click Save to update their member record.

Paying Membership Subscriptions

There are 2 methods available within Member Wizard for members to pay their subscriptions online but they depend upon which methods you have set up in your Settings/Member Payment Details. In order to use Direct Deposit you have to have entered your bank's BSB and account number details. In order to use Stripe you have to have connected your organisation to the Stripe credit card clearing house facility. 

Paying by Credit / Debit Card

To pay by Credit / Debit Card the member simply enters the Credit / Debit Card number, expiry date and CRV in the relevant areas then clicks the button. Depending on your organisation's setup they may be required to pay the transaction fee however this depends on your setup. Credit / Debit Card payments are handled by secure provider Stripe and Credit / Debit Card details are not stored.

Paying by Direct Deposit

If your organisation or member chooses not to use either Credit / Debit Card they can pay by Direct Deposit. They click the Direct Deposit link adjacent to the payments area and the deposit details and payment reference will be shown. They can then print this for reference when their your payment and will be given a Bank Reference to easily identify them on their Bank Record.

Note that for Stripe payments receipts and deposits are generated automatically by Member Wizard and emailed to the member. For Direct Deposit payments you will need to check your bank statements and when the payment is received, manually create a receipt using EFT as the method (which automatically creates a Deposit).

Paying in person

If your member does not want to pay online, and you accept "in person" payments then they can still use their credit or debit card even if you don't have a tap card reader. Provided you have sent out Membership Invoices then an invoice will have been created and will be shown against your member's contact record. Simply highlight their name in the member list and click Card Payment in the page menu. Note that this will not be activated until there is an outstanding invoice. Enter the member's card details and a receipt will be automatically generated and sent to the member (or be able to be printed out if they have no email).

If the member chooses to pay by cash or cheque or if you have a card tap device such as Square, you will need to manually receipt the member. Highlight their name and click Receipt in the page menu. The system will pop up a message saying there is an amount owing and asking if this payment is for that invoice. Click OK and all details of the outstanding invoice will be entered and you will just need to select a bank and click Save.  If however you have not sent out membership invoices and there is no outstanding invoice you will be required to receipt the member manually and enter the details of the  payment. The system will automatically create an invoice and the receipt will zero out that invoice.

Whichever method you use, check the new Membership End Date when entering the receipt category and payment details to ensure it reflects the correct new paid to date of their membership and correct if it needs be.

Just as members can join your organisation online, so can they renew their existing membership and, if you have Stripe set up, pay online. Just as when you email your members a reminder they can update their personal details in your system, so too when renewing

Member Wizard maintains member privacy by asking renewing members to enter the email address linked to their account in your organisation's system. The email address is then matched with the member's details and a reminder notice is then sent to the member at the registered email address.

Should the email address not be found in your system the member will be advised of this and the email postal addresses of your organisation will be provided using the details found in your Organisation Setup.

Renewing Member Application

Members who are either Active or Inactive can renew online. For Active members, the new subscription period will follow on from their current membership expiry date. For Inactive members the member will be renewed only for the current renewal period - not backdated till their last paid to date.

Before an organisation can put the online member renewal form online there has to be an email address in the Organisation Setup. Once you have ensured that this is the case select Settings/Renewing Member Application

When you click the Renewing member Application menu option you will be provided with a link which you should copy to Clipboard. You can test this link if you wish by pasting it into your url banner at the top of your browser. The link is simply a url.

You now need to simply send that Clipboard link to your web site manager and ask them to place it in your page with a suitable title such as Online Member Renewal

If you notice you have somehow ended up with the same member entered twice in your system and each entry has a correct part of the member record which you wish to retain you can merge both members and retain whichever information you wish.

Typically this can occur in a couple of different scenarios:

1. The member has renewed after being made Inactive and has not advised that they were previously a member

2. The member has registered for an Event from the website rather than through an email or their Portal. Members registering through a website link are not identified or connected with existing members but are entered into your database as member type Event Attendee. You should, when this occurs, merge the two instances together into one under the member's correct membership record.

Select Members/Merge Members from the main menu. Find and select each of the two names you wish to merge. Then click the Next button.

You will now notice that both member records are now shown side by side. Compare the information stored in each field and click the arrow adjacent to the information for each field which is correct. The correct information will then move into the centre column. When you have worked through all the fields click the Merge button.

The two member records will now be merged into one. All receipts, communications etc will be merged into the new member record.

Member Wizard can make it easy for you to grow membership by providing a link for you to use on your web site for members to apply and pay for membership. What's even better is that their information such as contact details feeds directly into Member Wizard so that you don't have to create them in the system.

To set up your organisation to use this functionality go to Settings, Member Online Application.

1. New Member Instructions. Type in any instructions or information you need your new member to know before they start to register as a new member. This information will appear when you new member clicks on the membership link on your website. This field is optional.

2. Select the Membership Types Allowed for your members to choose. Obviously if you have membership types in your system for Life Members or Honorary Members you would not want these included so you must tell the system which ones you want made available for new members to choose. Once you have checked the box indicating the membership types you wish to offer click your mouse outside the box to close.

3. Select the Groups Allowed that the member is allowed to choose to join within your organisation. Any group you have (see Members, Manage Groups) where the box

3. Pro Rata Fees if your organisation has fixed year memberships and reduces membership fees for new members joining part way through a year, check this box. You will be able to select whether the pro rata interval is a month, a quarter or a half year.

4. Extend membership by an extra year. Some organisations extend the new members subscription for a full year if they join towards the end of a year. If you select this then you will be asked to nominated how many months before the end of the membership year should it apply. If you select Pro Rata you can select on what basis the fee will be incremented - Monthly, Quarterly or Half Yearly. Note. if you wish to have a Rolling Membership so that members are given 12 months from whenever they join then you need to set this up in Settings/Organisation Details on the Members tab.

2. Select the Default Membership Type you wish to see displayed when members apply online. The only choices here will be those you have chosen in 1. above. Any other options you offer will be drop downs which can be selected on your website.

3. If your organisation requires new members to be approved by say your committee before joining then check the box New Members Need Approval. If you have this box checked then new members who apply online or face to face will be created with a Status of Pending. You can view all such members by going to Members in the main navigation and changing the option selected under Status at the top of the list page to Pending. Once the member has been approved you can make them Active by checking the Active box at the bottom of the member's record on the Organisation tab. If you do not wish your new pending members to be invoiced for membership fees until after approval, uncheck the box marked Invoice Membership for New Pending Members.

4. If you charge new members a higher membership fee than renewing members, rather than having two separate membership types you can include the extra amount as a Joining Fee by checking the box. A field will then let you allocate an amount and an account category into which the joining fee can be entered. Note that joining fees are not affected if you are using the Pro-Rata method for part year payments.

5. Select which user of your Member Wizard system will receive an email advising that a new member has applied to join in the Who Gets the New Member Email field. Only those members who have Member Wizard logins will appear here.

6. In the field Text to Display on your Website is what your website link will read. You can edit this field as required

7. In the Welcome Email box you can type the email copy that your new member will receive on application and payment.

8. In the Terms and Conditions box you can enter any specific conditions that the member must agree to before they can join. You can if you wish include a link to the terms and conditions on your website if you have one.

9. At the bottom of the page is the HTML to give to your Website Administrator. This will only be displayed after you have clicked the Save button. Just click the Copy Link to Clipboard and click the Copy link.

10. If you wish to see what the new member form will look like when published you can paste the link into the URL bar of your browser.

You can configure your organisation's set up in Member Wizard to reflect the means of payment for membership fees. These details are used both when sending out Membership Reminders by means of including a link in the accompanying email to pay by Direct Deposit or Credit / Debit Card and also when a new member joins from the link on your website - see Settings, Member Online Applications.

In order to provide your members with the details on how to access these payment methods you need to firstly include them in Settings, Member Payment Details.

Member Payment Options

There are two ways to accept payment through emailed Reminders and Member Online Applications: Credit Card or Direct Deposit

The process to register for a Stripe Account to accept payment by Credit / Debit Card is part of the Member Wizard setup process outlined below.

Accepting Donations

You can also check the Enable Donations box on any of the 3 payment options if you wish there to be an option for members to include a donation with their membership payment. This will then appear on the Membership Reminder sent out to them.

You can select which Account Category your Donations will be credited to or use the default existing Donations account category automatically selected by Member Wizard.

Setting up Member Payment Options

1. Credit / Debit Card.

Groups of members within your organisation are useful as it enables you to not just print out lists of the various groups eg Committee, Key Holders etc but it enables a means for you to easily communicate with members within that Group.

Once you have Created Groups and Added Members to Groups you can Print Lists (See the Print Lists help file)

Any Groups you create will be shown in the Member Record on the 4th tab. If there are more than 10 groups then a Search field will allow you to search for the name of the Group.

Creating Groups

Access the member's record and go to the tab marked Groups and check the box which shows the name of the Group you wish to add your member to.

2. Add the Group Membership to a number of Member Records

Access Members, Manage Groups and highlight the Group you wish to add members to and select Add or Remove Members from the action menu.

To quickly and easily deactivate members who's membership has not been renewed select the Membership type you wish to deactivate in the Membership Type field. Next, enter or select a date for when they expired.

A list of members who fall within those parameters will appear after clicking Next.

If you wish to deselect a particular member on the list then click the ticked box adjacent to their name. Note: all members are selected by default.

If you Deactivate a member, all outstanding membership invoices are deleted from the system.

If a Deactivated member later rejoins in a face to face situation simply locate them in the Inactive member list, open their member record and change the Status at the bottom of the Organisation tab from Inactive to Active.

If a Deactivated member renews their membership online, the system will automatically reactivate them and will invoice them only for the current membership period - it will not backdate till they were last paid up till.

You can check the number of members selected by looking at the bottom of the page just above the Deactivate Selected Members button.

Once the list is correctly selected click the Deactivate Selected Members button and those members will all be made Inactive.

You can reactivate any member at a later date by selecting Inactive in the Status field at the top of the Member List page, searching for the member and changing the Active status in the field at the bottom of the Organisation tab.

One of the most useful functions of Member Wizard is managing an organisation's finances. In order to use the financial aspects of the software you must first set up which bank accounts to use for receipts and expenses.

Access Settings, Bank Accounts or Money, Bank Accounts in the left navigation

Click Add. You will need to provide the name, number, start date of recording and initial balance. Then click Save

If you ever wish to discontinue using a bank account uncheck the Active box on this screen as you can't delete a Bank Account after transactions have been recorded.

If you have enabled Stripe for your organisation it will also appear as a Bank Account.

If you wish to record minor cash payments and balance them then you can create an account called Petty Cash and simply transfer money into it from your main bank account and issue receipts which select it as the bank source.

Member Wizard will allow you to set up as many bank accounts as you require.

There are a couple of scenarios when you will need to complete a Deposit. The first is in cases where money coming into your bank account is not via Direct Deposit or by Stripe. If you create an EFT receipt the Deposit is automatically created when you create the Receipt. Similarly Stripe creates its own receipt and  deposit/bank transfer when the money moves to your account.

Deposits also allow you to combine a number of inward money flows into one amount. For instance. You may have received a cheque and also have several amounts of cash. You go to the bank and deposit them and they show up on your bank statement as one total amount. However, you will have issued individual receipts for each of these payments and unless you tell Member Wizard what these individual amounts are and who they are from then they will not appear on your system as a combined amount when you come to do your Bank Reconciliation. A Deposit in Member Wizard will allow you to combine the amounts into one which will then match your Bank Statement while still allowing you to record what each of them was individually for.

Similarly when a member pays for one or more invoices or on behalf of both themselves and another person, even if they pay by Direct Deposit you should receipt each individual payment as Cash and then create a Deposit combining the amounts into the single payment received.

To create a Deposit access them through Money, Deposit in the left navigation. then click the Add button.

You will see a list of all the outstanding receipts you have issued which were not EFT. Select which ones you wish to include on the Deposit to match the ones you actually take to the bank then click Save. The total amount will then appear on your Bank Reconciliation to match the amount on your Bank Statement.

If you wish to include any other amounts which have not yet been receipted you can click the Add Receipt button.

To manage your financials through Member Wizard you can use either a manual or import data option. With the manual option you basically just enter deposits and expenses in the system and when you come to reconcile your bank statement you can add any you miss. The other - sometime faster - method is to download a transaction file from your bank and import it directly into the system going through each item on the import and allocating it to a particular financial category. It is this latter method that we will discuss here.

Firstly download your bank's transaction file for your organisation to your computer. By transaction file we don't mean statement, most banks have an option for you to download the actual transaction records in a form which can be directly imported into your financial software. The format that Member Wizard uses is QIF. You can choose either 2 or 4 digit date format. Download and save the file to somewhere you can access on your computer. To import the downloaded file go to Money, Import Bank Records in the left hand main navigation.

Step 1 Select the relevant bank account Step 2 Enter the start and end date for the transactions you wish to import Step 3 Click the Choose File button and find the downloaded QIF file from your bank Step 4 Click the Upload File button.

In the left column you will see all the bank transactions which have been downloaded while in the right you will see all those transactions which are already in your system for the designated period (you do not need to import these transactions as they are already in your system).

Double click on the first transaction in the left column which does not match any entry in your right column.

Select whether the transaction is an Expense or a Bank Transfer(for amounts debited to your account) or a Receipt or a Deposit (for amounts credited to your account).

Enter the relevant information and click Save. The item will then appear in the right hand column on your screen.

Repeat this for all the items in the left hand list then click Save to complete.

Member Wizard can provide full banking reconciliation of your bank accounts.

To reconcile a bank account:

1. You will need your printed or online Bank Statement showing all transactions and the closing balance for the period.

2. Click on Money, Bank Reconciliation.

3. A list of all previous bank reconciliations will appear. Click on Add Reconciliation in the menu.

4. Enter the Bank Account you are reconciling, Statement End Date and the Statement Closing Balance (from your bank statement) in the relevant fields.

Note if you wish to include any items in this reconciliation which are dated outside the transaction period then you can double click on the transaction in Member Wizard and alter the date to the date shown on the bank statement.

5. Member Wizard will show you the End Date and Closing balance from the previous reconciliation unless this is your first reconciliation period in which case it will show the starting date and balance from your Money/Bank Accounts/Starting date and Opening balance.

6. Member Wizard shows all the amounts in the left hand column which are outstanding from either before or after the statement end date. In this way if you have post-dated expenses which have been presented within the statement period then you can double click on them and adjust their dates to match your Bank Statement. Similarly if you have expenses which were not presented from the previous statement you can double click on them and adjust their date to fit within the statement period.

7. Click on each of the transactions in the left hand Unreconciled Transactions column which matches a presented deposit or expense on your bank’s statement and then click the button Move unreconciled item right to move it to the right hand reconciled column until the amount shown in the Difference field is zero.

8. Highlight any item in the right hand column and click the left pointing arrow to remove it from the list to be reconciled should you move an item in error.

9. If there are amounts on your bank statement which have not yet been entered into your Member Wizard accounts you can use the Add Receipt, Add Deposit Add Bank Transfer, Add Expense or Import Bank Transactions buttons in the green section to enter them.

10. Be aware that if you leave the Bank Reconciliation page without clicking either Reconcile or Save you will have to start the reconciliation again. Once the Difference is shown as zero you can click the Reconcile button at the bottom of the form. If you have not yet got to a stage where you can reconcile, use the Save button to ensure you do not need to start over if you wish to leave the page.

11. You can print out a Reconciliation Report from the Bank Reconciliation List screen by selecting the period and bank account reconciliation you want and clicking Print in the menu.

Reconciling Stripe Transactions

To reconcile Stripe select Stripe as the bank account.

The system will automatically connect to the back end of your Stripe account provided you have kept yourself logged into Stripe. It will then download and try to match all the transactions stored in Stripe with those recorded in Member Wizard.

Simply click the Reconcile button when this process is complete and provided the difference is 0 it will reconcile.

If the balance is different you can not Save your progress. Please contact support@memberwizard.com.au if your balance is unable to be reconciled.

You can not edit a Stripe bank reconciliation or open it after it is Reconciled but you can Print it or Delete it. If you need to edit it you need to first delete it then recreate it by selecting the period and Stripe as the bank and the system will then automatically create it for you.

You can not edit or delete Stripe transactions - neither invoices nor receipts, with the exception of the items for which the payment was made provided they add up to the same total amount as that recorded in Stripe.

Invoices in Member Wizard can be created either by Member Wizard itself to balance a member's receipt or or they can be created manually to reflect a debtor transaction such as hiring out facilities, selling advertising in newsletters etc .

Automatic system created invoices

Member Wizard automatically creates an invoice in your system whenever a receipt is created or when sending out Membership Invoices. This invoice amount will show as outstanding against the member record until a matching receipt is created to zero it out.

If the member only part-pays the Invoice the outstanding remainder will show against the member record until the balance is receipted. This means that if the organisation decides to reduce the amount owning by a member or accept a lesser payment for an invoice then not only the receipt needs to show this new amount but the invoice must be edited to reflect the changed amount also.

Full or part-payment of membership fees

When you receipt a membership payment, Member Wizard automatically creates an invoice for the amount of their membership payment. You can also create an invoice for membership by clicking Email Membership Invoices.

If the member only part-pays their membership then the invoice will reflect the outstanding amount and When you issue a receipt for a member with an outstanding invoice the system will ask you if you wish to use the money being paid be deducted from the invoice.

If you do not then simply dismiss the message and delete the line on the invoice which refers to membership payment and add whatever detail you wish to the receipt. The outstanding amount will still appear next time you issue a receipt for this member and it will show show up adjacent to the member record in the Member List.

Manually Creating an Invoice for a Debtor

If you wish to create an invoice for a debtor payment select Money, Invoice, Add Invoice then click the field showing the invoice is for a Member and change this to Debtor

If your Debtor does not appear as a drop down in the Debtor field click the green + button and enter the details in the Add Debtor form. The only mandatory detail is the Surname field into which, if your debtor is a Company, you can enter the Company name.

You can see a list of your debtors by selecting Money/Debtors from the left hand navigation.

Adding or Including GST onto an Invoice

If your organisation is registered for GST and wishes to either add or include GST within an invoiced item you can do this by entering the item and saving the item then highlighting it in the Item List and either clicking the Add GST or Inc GST button below the Item List on the Invoice

Deleting or Editing Invoices

You can view or print a Member Statement which will show all membership payments made by an individual member by selecting the member from the Member List then clicking the Statement button in the member list navigation.

To print click the Print icon in the header bar.

The Member Statement lists all financial transactions between the member and the organisation. When a member is Invoiced  the amount owing shows beside the members record in the Member List.  This appears on the Member Statement. When the member pays the invoice the Receipt appears as a negative amount and if the invoice is paid in full then the two amounts equal out and the Member Statement shows no money outstanding. If the receipt is less than the invoice then remaining amount remains showing on the member statement and the member list. If they amount paid is greater than the invoice then a credit appears against the member record in the Member List and on the Member List.

If a member part pays their membership then when you enter the amount they are paying, if that amount is less than the allocated amount for that level of membership, the system will automatically create an invoice for the remaining amount.

When you view the Membership List screen you will see the Amount Owing.

After this time, until the amount is fully paid, each time you create a receipt for this member you will be reminded that the member has an outstanding membership payment, you will be shown the amount and a line will automatically be entered onto the receipt which represents the outstanding balance.

If the member is paying off their outstanding membership you can edit the amount to reflect what is being paid and the balance will remain as Amount Owing.

If the member is not paying an amount off their outstanding membership at this time then you can delete the line and add a line to represent the nature of the receipt. In this case the Amount Owing will remain the same.

Just as members can join your organisation online, so can they renew their existing membership and, if you have Stripe set up, pay online. Just as when you email your members a reminder they can update their personal details in your system, so too when renewing

Member Wizard maintains member privacy by asking renewing members to enter the email address linked to their account in your organisation's system. The email address is then matched with the member's details and a reminder notice is then sent to the member at the registered email address.

Should the email address not be found in your system the member will be advised of this and the email postal addresses of your organisation will be provided using the details found in your Organisation Setup.

Renewing Member Application

Both Active and Inactive members can renew their membership online if your organisation has placed the link on your web site. If a member is Inactive the renewal period will only be for the current membership year, not from back when they were previously active members.

PLEASE NOTE: The system has been set up so that members are not able to renew their membership until 60 days prior to it becoming due. This has been put in place from numerous incidents when member's forget that they have renewed and do so again and have to be refunded. The button to Renew Membership will not become active in the Member Portal until 60 days prior to the current membership period expiring.

To deactivate unpaid Members see the Members/Deactivate Members menu option. This permits a bulk change to be made for all members who's member subscription remains unpaid as at the current date. Alternatively you can go through one at a time and change the Active/Inactive status on each unpaid member.

Before an organisation can put the online member renewal form online there has to be an email address in the Organisation Setup. Once you have ensured that this is the case select Settings/Renewing Member Application

When you click the Renewing member Application menu option you will be provided with a link which you should copy to Clipboard. You can test this link if you wish by pasting it into your URL banner at the top of your browser. The link is simply a URL.

You now need to simply send that Clipboard link to your web site manager and ask them to place it in your page with a suitable title such as Online Member Renewal

Member Payments: Setting Up Member Payment Details

You can configure your organisation's set up in Member Wizard to reflect the means of payment for membership fees. These details are used both when sending out Membership Invoices by means of including a link in the accompanying email to pay by Direct Deposit or Credit / Debit Card and also when a new member joins from the link on your website - see Settings/ New Member Application.

In order to provide your members with the details on how to access these payment methods you need to firstly include them in Settings, Member Payment Details.

Member Payment Options

There are two ways to accept payment through emailed Membership Invoices and Member Online Applications: Credit Card or Direct Deposit

The process to register for a Stripe Account to accept payment by Credit / Debit Card is part of the Member Wizard setup process outlined below. If your organisation is in PNG you will need to connect to the Kina Bank. See below for instructions.

Accepting Donations

You can also check the Enable Donations box on either of the 2 payment options if you wish there to be an option for members to include a donation with their membership payment. The facility to accept donations when paying for membership is only available when members pay via the Member Portal.

You can select which Account Category your Donations will be credited to or use the default existing Donations account category automatically selected by Member Wizard.

Setting up Member Payment Options

1. Credit / Debit Card (not PNG clients).

Configuring this option will permit members to pay Reminders and also Member Online Applications using their Credit / Debit Card. Member Wizard uses independent banking system Stripe to provide this facility. Member Wizard does not store or even collect Credit / Debit Card details.

To setup your organisation to use Stripe check the box marked Allow Credit / Debit Card on the Credit / Debit Card screen. By default the option for your members to pay the Stripe costs for this is checked but if you wish your organisation to bear the charge then uncheck this box. Currently the fees for using Stripe is 1.70% plus 30 cents per transaction for domestic Credit / Debit Cards and 3.5% plus 30 cents per transaction for international cards. Member Wizard also charges a fee of .5%.

When ready click the Connect with Stripe button and fill out the information required on the following screen. Once accepted and confirmed by Stripe you will be able to accept online Credit / Debit Card payments. These payments will be automatically credited by Stripe into the bank account you nominate during the set up process.

Before you start the Stripe connection process be sure you have read the help article Setting up and Connecting to Stripe

When the member logs into the Member Portal and clicks the Pay Subscription button they will be taken to a screen where they can confirm their contact details. This will then display the membership invoice details plus any other amounts outstanding along with a box where they can enter their Donation amount. This is the only place where this functionality can be provided.

2. Direct Deposit

Click the Allow Direct Deposit box then provide your BSB, Account number and Account Name for your organisation's bank account. Once again, you can check the Enable Donations box if you wish an option to donate to your organisation appears on your emailed Membership Invoices.

3. Credit/Debit card payments in PNG

As PNG does not use Stripe we have formed an alliance with the Kina Bank who have offered a payment gateway for all credit/debit cards. If you wish to use this service please contact Brian Riches at sales@memberwizard.com.pg . Brian is our agent in PNG. You will need to set up a transaction account with Kina Bank to receive the funds (if you do not already have one) and funds can then be transferred to your regular transaction bank account. Your members will not require a Kina Bank Card as any card is acceptable. You will need to provide Member Wizard with your Kina Bank Merchant ID to set up this service for you. You will also be able to accept over the counter payments using credit/debit card once this facility is enabled.

 

The best way to manage Petty Cash is to treat it like another bank account. In that way when you draw money from your bank account to fund petty cash you can perform a Bank Transfer and when you spend money from Petty Cash you can simply select it from the Bank Account drop down list. To do this you simply create a Bank Account and call it Petty Cash by accessing Settings (or Money), Bank Accounts, Add Account from the main navigation menu. Simply give it a 0 account number and whatever initial balance is currently contained within it, then perform a Bank Transfer for any money transferred into it to

Handled in this manner it will appear on your Balance Sheet and you can easily keep track on incoming and outgoing amounts and can even carry out a Bank Reconciliation on it if required.

Click on Money and select Receipt. In the Receipt List screen you will see all receipts you have issued for the current financial year. If you wish to see previous financial years click the drop down box next to the Date Range heading at the top of the form.

Using the Search function at the top of the page, you can specify a date, the name of the person to whom the receipt was sent or a receipt number.

Creating a Receipt

To create a Receipt, click Add Receipt and the Create Receipt screen will appear.

If the receipt is for a member you can start typing the first 2 or 3 characters of the members surname in the Select Member Name box and then select them from the drop down list which will appear.

If the receipt is not for a member click in the Paid By section and select Debtor and select or enter the name of the person or company you wish to receipt. This name will then be stored in your Debtors List for future use.

Click on the “Receipt Date” box and select the date from the calendar.

Click on the receipt type – Cash, Cheque, EFT or Credit / Debit Card. If the person is paying partly in say Cash and partly by Cheque select Split and then enter the two or more amounts and types.

Click the “Add” button in the “Items” box and either select a previous item category or enter a new item category. You can add as many items as you choose to the receipt however you can only add one membership fee payment to a receipt.

Including or Adding GST to a Receipt

If your organisation is registered for GST and the item you are entering is to have GST added, hightlight the item in the receipt Item box and click the Add GST button below the Item box. You will need to do this for any of the items you wish to include on your receipt which are to have GST added. Alternatively if the amount includes GST select Inc GST and the amount will be adjusted to include 10% GST.

Sending or Printing Receipts

When all items are entered select either the Email Receipt or the Print Receipt box. If you do not see an Email Receipt box then the person to whom the receipt is issued does not have an email address stored in the system.

In cases where there is no email address the Email Receipt box will not appear, you can however print the receipt.

Membership Receipts

If you select a Membership Type payment then the membership “Paid to Date” will be automatically incremented for the period for that membership type – depending on your subscription model (all members fall due on the same date or members fall due in line with when they joined). You can only add one membership fee payment to each receipt.

If a membership is only part paid, a member statement will be automatically created showing both the full amount due, the amount paid on this receipt and the amount outstanding. These membership statements can be printed or emailed at any time.

Handling Refunds

If you need to refund a Stripe payment simply highlight the receipt in the Receipt List and click Refund in the page menu. Please note this action can not be reversed and Stripe do not refund fees so if the member has paid these fees they will not be refunded for this component.

The system will automatically create a refund receipt which will appear in the Receipt List a couple of minutes later after you refresh the list.

If you need to refund any other type of refund (cash, EFT or Credit / Debit Card) then simply obtain the members bank account and BSB details and transfer the refund then create a negative receipt (ie a receipt with a negative amount shown) using the same account into which the money was originally recorded or you can create a specific Account Category for refunds and record it there.

If you do not wish to refund the money but instead leave the member in credit then create a negative Invoice again for the same category the funds originally were credited. This will sit against the member's payment record until they owe money for something else at which time it will be deducted.

Why Debtors?

When you receive and receipt money from an individual or a business which is not a member of your organisation then you probably do not want them in your Member List. Instead you can add the individual or business into your database as a Debtor.

The only mandatory fields you are required to provide to create a Debtor is the Last or Surname field. You do not need to store any other details however if you wish to email a receipt to the debtor then you will need to enter an email address.

An example of a Debtor is your financial institution so that you can receipt Interest received. Another use is if you are receipting deposits of say Class money and you do not wish to record those payments against the individual Tutor who deposits the money as it is not really related to tutor's personal membership you can then create a debtor called for example Class Fees. Using this method all Class Fees can be receipted as a bulk amount but still be individually accounted for as Line Items on the same receipt.

Configuring this option will permit members to pay Reminders and also Member Online Applications using their Credit / Debit Card. Member Wizard uses independent banking system Stripe to provide this facility. Member Wizard does not store or even collect Credit / Debit Card details.

In PNG, Stripe does not operate so Member Wizard has provided a payment gateway for members to pay outstanding invoices via credit or debit card using the Kina Bank. 

The following instructions are for all countries except PNG

To setup your organisation to use Stripe check the box marked Allow Credit / Debit Card on the Credit / Debit Card screen. By default the option for your members to pay the Stripe costs for this is checked but if you wish your organisation to bear the charge then uncheck this box. Currently the fees for using Stripe is 1.70% plus 30 cents per transaction for domestic Credit / Debit Cards and 3.5% plus 30 cents per transaction for international cards. Member Wizard may also charge a small transaction fee depending on your service agreement with us.

When ready click the Connect with Stripe button and fill out the information required on the following screen. Once accepted and confirmed by Stripe you will be able to accept online Credit / Debit Card payments. These payments will be automatically credited by Stripe into the bank account you nominate during the set up process.

Click the Allow Direct Deposit box then provide your BSB, Account number and Account Name for your organisation's bank account. Once again, you can check the Enable Donations box if you wish an option to donate to your organisation appears on your emailed Membership Invoices.

Sending a Pay Owing

If a member owes money for a number of items and you wish to send an invoice for all items which can then be paid by one transaction then this function will facilitate this.

This is useful when using Stripe so that the member only pays one transaction fee. 

This function is also used when you wish to send a member a reminder that they have not yet paid an invoice or series of invoices as it allows you to insert an email message above the unpaid invoice/s and will send a list of all the outstanding amounts allowing the member to pay them all in one transaction. 

Select the member from the Member List, highlight their record (do not double click) and click Email Pay Owing in the page menu. Note. This option will only be activated if the member has outstanding invoice/s.

Member Wizard allows you to email your membership as a whole, individually, by membership type or in whatever groups you wish to create. If you have created custom field of type "email" you can choose to send to those emails as well as to the primary email address if you wish, or you can exclude the primary email address.

Emailing an Individual Member

To email an individual member, open the member record from Members List, select the member and click the Email Member button in the left Action menu. 

If you have created a Custom field email address and wish to use this email address to send to select it from the drop down Choose custom email address. You can send to the Custom address as well as the Primary address by leaving both boxes ticked. If you untick the Primary Address box and the member does not have that custom email address it will be redirected to the Primary email address. 

Emailing a number of members

To email more than one member, access the Email Members function under Communication in the main navigation.

If you wish to email All members click NEXT - you will be able to select individual members on the following screen.

To email a Membership Type or Group of members

If you wish to select a Membership Type/s or Group click the Filter field and you can multi-select which ever groups, membership types, classes or tutors you choose. The system automatically defaults to only Active members however you can change this by selecting either Inactive or Both from the Membership Status drop down.

On the following screen you can deselect any members from your list that you do not want included in receiving the email. To remove all members from the send list, click the green Select Recipients box. When you are ready click Next to enter the email body.

On this screen you can enter your email Subject and write your actual email. Note that you will not be able to Send the email unless you have entered a Subject in the relevant field. The email entry screen has a number of editing and formatting tools including inserting an image or linking to external web sites etc. The icons used to represent these features are standard across most software applications so will not be described here in any detail.

If you wish for responses to the email to go to another member in your database you can click the Change Reply to button and select the member who is to receive any replies.

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Using Merge Tags

If you wish to personalise your emails you can do so with either First or Last name, Member No., Organisation name or Preferred Name. To use a merge tag click the last icon in the email text box menu

Using Find and Replace in email body text click the 2nd last icon in the email body text menu.

Adding Attachments

Your email can include attachments which you must first upload to the system. 

To add an attachment click the Add Attachment button to the bottom left of the email body screen

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1. Click the Load File green button and find the attachment you wish to send on your computer. Select the file and click the Open button at the bottom of the file window.

2. The file will load into the system and will already be selected ready to attach. You can add further attachments as required however the total size of all files attached must be no greater than 7mb.

3. When you have uploaded all files, click the Return to Message button to the bottom right of the screen.

4. You will be returned to your email message and the name/s of your attachment/s will appear above your message.

The final step occurs once you click Send at the bottom right of the screen. After all emails have been sent the system will return a message to you advising you of the total number of emails sent.

You can view all emails sent by accessing the Communications Sent function under Communication in the main navigation.

Using an already uploaded Attachment

When you upload an attachment it stays active only while being attached and will then be flagged as Inactive. If you wish to leave the attachment as permanently Active and able to be selected you must reactivate it. Do this in Communications/Manage Attachments. Change the Status filter at the top of the page from Active to Inactive, select the attachment and click the Make Attachment Active button at the bottom of the page. 

Adding a Template to an Email

You can add a previously created Email Template to an email by clicking the Add Template button and selecting the template you wish to insert.

The process to create and add Templates to an email is covered in detail in the Help File associated with Templates under Communications/Templates.

Using Links instead of Attachments

It is sometimes better to send a link to a document rather than emailing the document. This is especially useful if the attachment is large - it is also how you can distribute emails with a size over the limit of 5MB. 

Upload your document to Member Wizard Documents section ensuring the box marked Public is ticked. After you have uploaded the document, highlight it in its Document folder and click Edit. There is a button which if clicked will give you a link you can copy and paste into your email. Your recipient can click on the link and will be able to read the document.

Printing of Membership invoices for those members who do not have an email address is carried out in the Communications menu. This menu item is only for members without an email address recorded against their record. It will only show those members in the list to print.

Select Reminders - Print in the Communication module. Select the Expiring Before date (eg if all members expire on 30/06 each year, select 01/07/25). The Expiring After date can be left blank but is useful for those organisations working on a Rolling Membership expiration system. Click NEXT.

The following pages will list the members without email addresses who fit the Expiring Before membership date. Click PRINT.

PDF's of each member's Reminder will then appear and you can select the printer icon in the top right of the page.

The system will automatically create an invoice and this will show as an amount owing against the member's record in the Member List. When it is receipted the member's paid to date will be updated and the amount will disappear from the Amount Owing column.

To edit the information appearing on the invoice in the Renewal Instructions area, do so in Settings/Organisation Details on the Members tab in the Print Renewal Instructions box.

Sometimes you need to get a message to your members or a member quickly and Member Wizard can help with this by allowing you to SMS a message to your members' mobile phones.

You can send to a single member, group of members, all members or if you are using Classes, a Class. All organisations are given 10 free SMS "units" when they sign up to Member Wizard but you can purchase more by selecting SMS - buy units from the Communications menu option after setting up Automatic Topup. SMS units are costed at 10 cents each. Note: It is no longer possible to make one off purchases of SMS units - you must set up Automatic topup if you wish to continue to use SMSing.

Automatic Top up of SMS units

Firstly you must provide a credit/debit card from which the top ups will be drawn. Settings/Paymet Cards. Click Add and provide the card details. (Note. Member Wizard do not hold or retain these details, the details are registerd with Stripe, the international credit card clearance site. You do not need to have a Stripe account in order do use this function). Once the card is registered you can purchase further SMS units. Your "bank" of units will be topped up each time it reaches 0 automatically when you attempt to send the next SMS. 

How to Purchase additional SMS units

Click the Buy SMS units button at the top of the SMS Members page. On the next page click Setup automatic top up. On the following page click the box Enable automatic SMS credit top up and select firstly a Recharge Amount and then click the box Choose Payment Method and select the card you previously registered. You can allow your members to use SMS to receive the security code to set up their Member Portal if you wish by clicking the box Allow Members to use SMS's for Portal Registration.

To send an SMS select SMS Members from the left navigation Communication menu.

Member Wizard will display options to send to any phone field which holds a mobile number but will search any phone field you wish depending on the check boxes selected.

You will see how may SMS units you have in your SMS Account and by clicking the button Buy SMS units you can only purchase SMS units if you have set up a Payment Card in Settings. The payment card can be either a credit or debit card and you can select the top up amount of each SMS bulk purchase. 

Once you have set up a Payment Card, to send an SMS, in the field Mobile Number for Replies you must enter the mobile number of a phone to which members can respond. You can not send messages without providing this information which must be a mobile number.

Check the box which represents the number in your member database that you wish to send the message to. If you have a couple of mobile number fields you can choose either or both (See Phone number fields above.

You can then select whether you want to send either to Members as a whole (or individually) or to a Group or to students of a Class. You will be able to select particular members (or exclude them) in the following screen. Click the Next button when ready. 

Click the Next button when you have the members you wish to send to.

The next screen allows you to type your message. It will let you know how many mobile numbers you are going to be sending to and the equivalent number of SMS units required to send your message. When you have typed your message click SEND.

If you wish to review how many messages were sent, to whom they were sent and the content of the message you can find them in Communications Sent under Communication in the left hand navigation.

IMPORTANT

You can NOT include web addresses or other URL's in text messages. SMS providers will not send the message if it includes a URL link as it is frequently associated with scamming.

You can use Member Wizard to send SMS messages to your members, either individually, in Groups or to the entire membership as a whole.

In order to use SMS'ing with your membership and to purchase SMS credits you must register a Payment Card in Settings. You can nominate the top up amount for each purchase. Once you have saved a Payment Card you will be able to allow your members to receive the security code for registering in the Member Portal if you wish.

There are three reasons why emails sent through Member Wizard are undelivered to their recipient. Each of these is tracked in the application and can be viewed at Members, Undeliverable Emails or Communications, Undeliverable Emails.

Please note: Members who select Unsubscribe either from their Member Portal or by clicking on the Unsubscribe link at the bottom of an email communication will be unsubscribed from all general emails (sent to all members) but will still receive receipts, invoices, emails regarding classes or events in which they are registered and emails sent directly to them from the Email Member button in the Member list.

Across the top of the form are 3 tabs.

1. Bounced Email Addresses: This screen contains a list (if any) of email addresses in your system which are invalid, usually because they have been recorded incorrectly. To correct the email address simply highlight it select Edit Member and correct the email address. The invalid address will eventually disappear from the queue. Alternatively if you don't know the correct email address you can select the member and click Make Member Inactive to remove them from your Active database. Later when you have the correct details you can reactivate them again from the Member List on the main page by changing the Status - Active at the top of the list to Status - Inactive, locating the member's name and checking the Active box at the bottom of the Organisation tab page.

2. Member clicked Unsubscribe Button: Sometimes a member will click the link at the bottom of an email they have received through Member Wizard which says Unsubscribe. If they have done this in error and contact you asking to be Resubscribed you can highlight them in this list then click the Resubscribe option in the form navigation. The member will then once again receive your emails however you will have to resend any which they missed. If your member advises you that they do not wish to receive general all member emails (eg newsletters) you can Unsubscribe them by highlighting their name in the Member List and clicking Unsubscribe.

3. Member reported your Email as Spam This option is more critical because if you have too many members who report your emails as spam (this can be as easy as them dragging your email into their Spam folder), then your email dispatch will be blocked by our email service supplier. For this reason please do not re-subscribe any members who have submitted an Unsubscribe request unless you have direct instructions from them to do so. If you believe you may have been blocked please contact us immediately through the Support button at the top of the screen or in Help, Support/Feedback in the main menu. Our email service partner Amazon blocks emails if more then a certain percentage are reported as Spam by members who receive a particular email. You can not unblock Spam blocked members yourself. You must advise us of their names and we will remove them from the spam list on our end. It may take a few further days for the member's email provider to remove Member Wizard from their block list.

About Events

Member Wizard can help you let members and others know when your organisation is having an event to which you'd like to invite them. Members can be sent an email advising them of the event which will permit them to register themselves and others for the event and if a cost is involved then after they have registered they will receive by email an invoice which will permit them to pay using whatever method the organisation has setup - at the least this will be by direct deposit but Credit / Debit Card payment is also available if Stripe has been installed. Non members and members can register for the event through the Link for Website which can be placed on your webpage. Members can also be emailed the event registration or they can access it through their Member Portal

Should someone who has already registered wish to add additional tickets to their registration they can do so from the same email they were originally sent however it is important to note that if the Event involves payment then each time a new registration is completed, a new invoice will be created which will ONLY include the additional tickets. It will not include the previous tickets if these too have not yet been paid for. Your registrant if paying by Credit / Debit Card is available, needs to pay for all the invoices individually or alternatively contact the organising contact person to make payment collectively by Credit / Debit Card. If however they wish to pay by direct deposit then the total of all outstanding tickets can be obtained by clicking the Statement link on the registration page or the member can pay the full amount by clicking Pay Owing in their Member Portal.

Should someone register for an Event which has exceeded the capacity set on it, or if their booking is such that the total number of registrants on it would exceed the total capacity set then the complete registration will be placed on the Event Waiting List and the member will not be invoiced. If you due to cancellations or because you have increased the event capacity the booking can be accommodated, then you can move the registration from the Waiting List to the Registered List.

If you move an event registration from the Waiting List to the Registered List at the back end then while the person will be registered and their invoice created, it will not have been emailed so should you wish the person to receive an invoice you should go to the Invoice List in Money, locate the invoice and click the Email Invoice button in the page menu. If however the person registering does so from the online website link or from the emailed event, their invoice will be automatically emailed to them.

Creating an Event

To create a new Event, click on Events, Manage Events. Complete the details of the event.

If you leave checked the box marked Contact is a Member then you will be able to search and select the member who is the main contact for the event and all their contact details will be automatically added to the event invitation. If you leave this box unchecked then you can enter any name and contact details.

If you check the box Members Only only a member will be able to register for the event. It will also allow the member to add guests to their ticket. The guests will be charged at the non-member rate but it enables members to book and pay to bring along friends without having to complete two separate bookings. If you wish to guest to pay for a ticket then you must set up two ticket types. One for a Member only ticket with the box ticked on the ticket set up which says Members Only. The other ticket will be a Non-member ticket and will not have the Members Only box checked. 

If you create a ticket type and check the box marked Admin only, this ticket type will not be shown outside of the Member Wizard Admin portal. It is useful for adding guests to an event who do not need to pay eg any speakers or guest of honor. Only those with access to log into Member Wizard with rights to Events will be able to add someone to the registration list with this ticket type.

If you tick the box marked Show on web class list your Event will show and will be able to be registered for in your web class list on your website and on your class calendar. It appears in its own section entitled Events above the list of classes.

Collecting Event Payments Online

If you wish your members to be able to pay for the event from their emailed invite or from an online link or the Portal then check the box Payment Required.

Click the button Add Payment type and enter the types of "ticket" prices and their costs. For instance you may be running an event where members pay one price and non-members another. In this case you would create the two different "ticket" prices.

If you want to be able to add Registrations to the list without creating an invoice (for say, for instance, to add the speaker at an event to the registration list for catering purposes) then check the Admin box and enter the ticket at 0 cost. This ticket type will not be visible to anyone registering from a link in an email, on the website or in the Portal. The only way to make use of this ticket type is to add the person directly from within Member Wizard's Events module.

In the Description field give a name to your ticket which will enable your participants to decide if it applies to them eg Member plus Partner ticket.

In the Amount field enter the cost of that ticket and in the Number of People field indicate how many people does the ticket admit. For example for the Member plus Partner ticket it would be 2. If it was a ticket to a table of 6 then you would enter 6 in that field. Please note: do not enter the total number of tickets available at that price in that field. This will result in your event indicating it is full when the first person has purchased a ticket. The usual entry in that field is 1.....ie the ticket admits one person entry.

If that ticket type is only available to your members then check the box marked Members Only. If you do this then this particular ticket type will only be available for members to select so if you wish to place the event on your organisations website and have non members register then you need to add another ticket type for non-members without that box checked.

If a member registers through the website they will be asked to enter their registered email address. If this address appears in your organisation's database they will be emailed a registration form for them to complete. In this way the system will link the registration with a registered member. They will also be able to purchase any non-member tickets required.

As you create each Ticket Type Save until all ticket types have been created.

Back on the main form, in the field Payment Category you can select which of your Financial Categories you wish the payments to be credited to. The default is Events but you may wish to separate your events in which case you need to create an Income category and name it for your event. At the same time you may wish to create a Parent Category for the event and an Expense category account also. In that way you can record all income and expenses and have the summary and total appear as separate line items on your Profit and Loss Report.

Lastly you need to say something about your event. This is the information your members will see when they receive their invitation. You can add images to this section if you wish. Click Save when you have completed creating the event.

After Creating an Event we strongly suggest you email the event invitation firstly to yourself to view how it looks and to test that it works as you wish it to. Once satisfied you can email it out to your members by selecting it in the Events List then clicking the Email button in the left Action Menu and selecting or deselecting the members you wish it to go out to.

Registering for an Event

If the event invitation is emailed to a member and the member registers through that email address then their details will already be inserted in the participant details section. Similarly if a member registers through the website or through the Member Portal they will be asked to enter their registered email address and if this matches the details in your database then they will be emailed a registration form which will already include their contact details.

If however the registrant is not a member and access the event via the website then they will be asked to submit their name, email address and phone number and they will be added into your Member List with a Membership Type of Event Attendee. After your participant clicks the Register button they will then be offered the payment page and shown the various payment methods your organisation has in place that are available to non-members only.

>To view who has registered for your Event select the Event in the Event List and click the Registration List button in the left Action Menu.

Viewing the Event Registration List

Once the member has registered their interest in attending and provided details of number of guests etc, the event organiser can see a list of attendees by highlighting the event on the Events, Manage Events page and clicking Registration List.

You can select any Registered person and select the Statement link to view the payment status for that registration. You will also see beside each registrant the amount outstanding to that registrant however be aware that amount will also include any current debits or credits that member already has against their name, not just the ones for this event.

Should you wish to add anyone to the Registration List then you can open the Registration List. Click the Add button and if the person is a member select them from the Members button. If they are a non member complete their details and they will be saved in your database as Event Attendee. An invoice for the amount of the tickets they wish to obtain will be created if your event has the Payment Required box checked and this invoice can be emailed to them to be paid. You will find the invoice in the Money/Invoices list but it will not be emailed automatically as there are occasions where it is not appropriate for an invitee to be charged eg in cases where they are guest of honor.

Viewing Past Events

Back on the Events List page, if you wish to see Events which have already occurred, click the box Include Past Events at the top of the Events List page. If you wish to Edit an event either click on it in the Events List or select it and then click Edit in the Events List menu.

Member Wizard can help you let members know when your organisation is having an event to which you'd like to invite them. Members will receive an email advising them of the event. The email contains a link within it asking them to Register their attendance. It will also permit them to add additional people to the invite who may not be members of the organisation.

Once the member has registered their interest in attending and provided details of number of guests etc, the event organiser can see a list of attendees by highlighting the event on the Events, Manage Events page and clicking Registration List.

Once you have Created an Event highlight the Event in the Events list and click the Email link in the Events navigation panel.

Select the Status (options are Active, Inactive or Both and then whether you wish to select Members, Groups, Classes, Tutors or Membership Types to send your

event invitation to.

The next screen will have all the members in the categories you have chosen highlighted as selected, you can de-select them all and choose individual members if you wish or simply proceed with all selected. Click the Next button You can then type the subject line for the email which will contain the event details.To avoid automatic spam detection algorithms we suggest you do not use words such as Free or words all in capital letters as these are triggers as are exclamation marks. Click the Send button when you've composed your message. Once sent, Member Wizard will advise you of the number of invitations dispatched.

Member Wizard can manage any events your organisation arranges. (See Creating and Managing Events).

Once you have created your event and emailed it out to your members, your members can register both by clicking the link in the email and entering their details or by contacting you and asking you to Add them to the Event Registration or by registering via the Member Portal or via a link from your website.. You can then at any time view who has registered and if necessary send emails, add other registrations or print your registration list. The registration list will also show which registrants have paid and which still have their registration invoice outstanding.

Should the Event fill up, registrants will be added to the Waitlist in the order which they registered. The first on the list will be at the top. If someone cancels or the capacity is increased registrants can be moved from the Wait List to the Registration List.

If you should need to delete a person registered for an event, simply highlight their name on the Registration List and click Delete in the left hand page menu. If the Event is one which requires payment, the system will have already created an invoice for the member's participation which you will need to also delete. You can do this through Money/Invoice then search for the member's name and identify the invoice, highlight it and click Delete in the left hand menu.

To view Registrations, click on Events, Manage Events then highlight the Event you wish to view and click Registration List

In order to view registrations for past events check the box entitled Include Past Events box on the main Events page.

Once people have responded to your Event invitation you can email them as a group through the Events module.

Click on Events, Manage Events then select the event you wish to work with.

Click on Email Participants then if necessary de-select participants you do not wish to email. Click Next and construct your email. Click Send to finish.

Member Wizard can help you organise a fund raiser for your organisation. You can generate a link which can be emailed or hosted on your organisation's website to allow people to donate money using whatever methods your organisation has set up eg Stripe (Credit / Debit Card) or Direct Deposit.

Donations Credit / Debit Card are automatically receipted and added into your Member Wizard database. Donations by Direct Deposit are assisted by donors being given a reference ID to include with their donation to assist you to recognise that the donation came through your Member Wizard link.

Donors if they provide an email address can be sent a Thank You message and can also request to be added to your mail out list. This will happen automatically and they will be listed with a membership type of "Donor"

To launch a Fundraiser click on Events/Fundraiser then select Add Fundraiser

Below the above screen you will see another data entry screen for you to compose your "Thank You" message. When completed click Save.

You are now ready to Test your Fundraiser so you can see what your donors will see after they click the donation link. On the Action Menu on the Fundraiser page, click the Test button and you will see the donation message screen and the screen where the donors can actually donate. Once an amount is entered in the Amount field the lower part of the screen will display whatever payment services your organisation has subscribed to Stripe (Credit / Debit Card) payments or your Bank details for direct deposit). If the donor selects to use Direct Deposit they will be given a Reference to put on their transfer.

How to obtain your link to include in emails or on your website to collect donations.

After you have clicked the Test button copy the URL of that page in your browser by highlighting it and either using the Ctrl+C method on your keyboard or Right clicking your mouse button and selecting Copy. This copies the URL into your computer's memory. You can then go to your email or to your web site program and paste it into the relevant position using Ctrl+V on your keyboard or Right clicking your mouse button and selecting Paste.

Working with Classes - an Overview

Classes have four components which need to be created in order to use them to construct your Class.

Before you set up a Class you need to firstly advise if the class will be conducted "face to face" or Online. There is a tick box for Online classes which removes the requirement for a Tutor, Venue, Start Date/Time etc . Face to face classes require you to configure additional information such as Terms, Payment Blocks, Venues  and Tutors/Convenors.

If you have a Class Coordinator (this is defined as a person who has overall responsibility for all Classes for your organisation) then this can be configured in Settings/Organisation Details on the Classes tab. If you check the box next to their email address they will get advised of every enrollment and removal from a class. 

1. Courses, Lessons, Terms and Payment Blocks

You should create your teaching periods before you start entering your Classes.

Definition of periods in the Class module

Course: Designed for both a time period and for invoicing. Has a start and end date that does not map to a particular Term. Can be for instance a year, a month, seven months etc. Courses can sometimes require students to join at the beginning and then move through the course progressively together. This means that a Course may not be suitable for members to join after it has started - language classes particularly follow this pattern. Others which do not are discussion groups. You can manage this by unchecking the Allow Online Enrollment box in the Class setup. Doing this will prevent students from enrolling after the start of the course.

The Start Date must be provided for Courses but the End Date can be left blank if the course is ongoing. There are three main reasons for entering dates here. If the Class is ongoing but hasn't started yet you need to insert a Start Date and lastly if they class has been ongoing but will finish then insert an End Date. If the class is ongoing or you are advertising just for a term, simply leave them blank.

Lesson: Designed for charging purposes only. It is typically used when a member likes to pay by the week to the Tutor on the day. No invoice is created. Unless a receipt is produced for each individual paying by the Lesson then there is no record on the Member's Statement that they attended. They do appear on the Attendance Sheet but there is a C in each week of the sheet to remind the Tutor that money needs to be collected from this student.

Terms: Designed for a period and for invoicing. Terms are generally activated one at a time and the period they cover appears on the Web Class List. They usually map to school terms. If you wish to combine the cost of Terms (eg Terms 1 and 2) and provide a discount you need to create a Payment Block which you can call Term 1 and 2 combined. 

Payment Block: Designed for charging only. These are designed to allow for periods outside of any of the other alternatives. They can cover months of the year, 4 or 6 week blocks within a course etc. They are typically used within Courses where the cost of paying up front for say a full year may prove prohibitive for some. By using Payment Blocks you can allow them to pay progressively throughout the year rather than in one lump sum up front. Useful when the organisation does not permit payment on the day.

Single day: Designed for a period and charging. As the name indicates its a single day which could be a lunchtime talk. Similar to an Event but will appear directly within the Class Calendar on the Web Class List.

If you have created Terms or Payment Blocks you can use the Date Picker to select the period of those in the start and end date fields.

If you have a situation where you want to enter a member into a class without an invoice being generated then you need to make an entry for the student, the class and the period in the Pre-paid Enrolments function.

2. Tutors/Convenors

Your Tutor or Convenor must already be a member within your database. If your they do not pay membership fees to your organisation then you should create a Membership Type called Tutor (or Convenor) with a $0 cost membership fee which means they will not receive Membership Invoices. Go to Classes/Tutors-Convenors in the main menu and select Add. Click in the Member field and select your Tutor or Convenor. You can enter details of their availability and what their area of expertise is in the Notes area below.

To deactivate a Tutor/Convenor who is no longer available simply uncheck the Active box. If you wish to reactivate a Tutor/Convenor simply uncheck the Active Only box on the top of the Tutor List page and recheck their Active box.

You can add as many Tutors to a class as you require. You can also add a Class Convenor who will be copied on all emails relating to the class. In order to view who is a Tutor and who a Convenor open the Classes/Tutor-Convenors-Admin page and change the field at the top of the list to either Tutor or Convenor. 

If you have a member who is designated an overarching responsibility for all courses/classes (we have called these Class Coordinators) then you can designate them in Settings/Organisation Details on the Classes tab. All other roles are designated at the individual Class level.

3. Venues

A Venue must have a Name, an Address and a Capacity. These fields must be completed before you can Save. If a venue does not have a capacity you should enter any large number such as 1000. The Capacity field is used to calculate when a class is to large to be accommodated in a venue and does not appear on the Web Class List.

To create a Venue go to Classes/Venues in the main menu and select Add. You can enter any comments in the Notes field such as parking, accessibility, vaccination requirements etc. These will appear on the Web Class List.

The Office Notes field is to hold appropriate information about the venue which you do not wish to display on the Web Class List.

To deactivate a no longer used Venue uncheck the Active box. You can reactivate a deactivated venue by unchecking the Active Venues Only box on the Venues List page and rechecking the Active box.

The system will alert you if you schedule a class in a Venue which is already scheduled at the same time for another class but this can be overridden. 

4. Subject

The Subject field is used to categorise and display the list of Classes offered on your web page. Students will be able to sort your list of classes based on Subject as well as alphabetically and by the day on which they occur. 

In addition to Subject, if you are a U3A then you are requested to also configure a Subject Category. These categories are common across all U3A's and allow U3A Australia to collect valuable information about class enrolments which can be used to obtain grants and funding. You can call a Subject anything you wish but each Subject has to be mapped back to a U3A Australia Subject Category to aid in this data collection.

To create a Subject go to Classes/Subjects in the main menu and click Add. A Subject must only have a name in order to Save.

To deactivate a no longer offered Subject uncheck the Active box. You can reactivate a deactivated venue by unchecking the Active Venues Only box on the Subject List page and rechecking the Active box.

Limiting Enrolment to number of Classes per subject

If you have set up Implement Enrolment Period in Settings/Organisation Details on the Classes tab you can also limit the number of classes in a particular Subject area that a member may enroll in during the nominated Enrolment Period. 

This will prevent members from enrolling in say 5 exercise classes in the same period which makes it difficult and unfair to others. If you wish to implement this type of limitation then complete the details on the Subject form below. If you check the box Exclude from all Maximum Enrolment Limits no limits, including the Total Classes  

Creating a Class

Once you have entered all your Tutors, Venues and Subjects you can proceed to create a Class.

Go to Classes/Classes in the main menu and click the Add button. The mandatory fields for a Class are all those marked in orange.

Enter the Name of the Class. You can then enter details about what topics etc. will be covered in the Description box. You can also upload pictures. These classes will be displayed on your website. If you check the box at the bottom of the page your students will be able to enroll online.

Select the Subject, Tutor or Tutors (you can have multiple) then select the Frequency of the class.

If you have created Terms or Payment Blocks you can use the Date Picker to select the period of those in the start and end date fields.

Students will be able to enrol in whatever Terms you have set up (provided they are marked as Active) but if they enroll in a term or for a payment block of a number of weeks, they will be required to pay in advance and in both cases an invoice against that member is created and will show them as owing money until a receipt is applied to that invoice. If you enter a cost per Lesson and the student selects this when enrolling they will not be able to pay online so only use this option if you intend your Tutor to collect payments on the day. In the case of this payment, no invoice is created.

If your student wishes to pay off a term of classes they can do so by depositing whatever amount they are able to pay via Direct Deposit. You will then need to receipt this payment against their outstanding Invoice (an Invoice is automatically created when they enroll online) and similarly apply all other receipted payments until the invoice is fully paid off. If they pay by Stripe they can only pay the full amount owing.

Enrolling a Student in a Class through Member Wizard

This can be done in one of four ways.

Firstly you can roll over the students from a previous period into the new period through the Copy or Archive Class page. See that page for details on how to do this.

Secondly in Classes/Class highlight the class then select Enrolled Students. Provided the number of students enrolled in the class has not reached the maximum number allowable in that Class you can click the +Add option in the left hand menu and click in the Student field. A drop box of all members will be displayed and you can scroll down and select the student you wish to add. If the class has a fee attached to it you will need to indicate which payment method (either per class or per term) that is required. If the pay by week option is available and chosen no invoice is created however if the pay by term option is available and a term is selected then an invoice is created but not automatically emailed. This is not the case when the member themselves enrolls via the Web Class List option. In that case the member will be automatically emailed an invoice with all classes itemised and membership cost also if appropriate.

If you wish to email the invoice you need to locate it in the Invoice List and click Email in order to send it. This has been done so that if the student wishes to enrol in more than one class, all classes can be selected then you can go to the student's member record in the Member List and click Pay Owing and an itemised invoice containing all outstanding amounts will be sent. Be sure to check the Member Statement first to see that no unexpected charges will appear on this as it will go right back through all transactions to identify missing payments..

The third method to enroll a student in a class is through their member contact record in the Member List screen. Open the member's record and click on the tab at the top of the record which reads Classes. Locate the class into which they wish to enroll and check the box beside it. Once again if the pay by week is available and chosen no invoice is created however if the pay by term option is available and a term is selected then an invoice is created but not automatically emailed. See paragraph above for instructions on how to proceed to send an invoice.

Lastly the member can enroll via their Member Portal.

Venue and a Maximum student number for the class which may be less than that of the Venue. Once the class is full, the Enroll button will be removed from the online enrolment web page and in its place a Join Waiting List button will appear. Students will however still be able to register for the class and will go onto the Waitlist with a record kept of the date and time they joined it. 

The Payment Category is where you wish to see all the income from student enrolments for that class. You can have a different Payment Category for each class if you wish to track the economy of each class. Class income and expenses appear as items on your Profit and Loss Statement

Publishing and Enrolling in Classes Online

Once you have created all your classes you can check how it is going to appear online by clicking the button Your Web Class List . If this is approved you can obtain a link which can be placed on your website at an appropriate location which will allow people to see your course details as you have constructed them and also to enroll in them. To obtain your link please email support@memberwizard.com.au and request your class link. Instructions will also be provide for your webmaster on the insertion of the link into your website.

Once your classes are online you need only update, change, add or delete them in your Member Wizard to have the changes instantly reflected on your website.

How can a member enroll in a Class?

There are a couple of ways a member can enroll depending on the policy of the organisation. Members can enroll online via the Member Portal. They can also view the classes in which they have enrolled and submit an Absence from class for a week/s if required.

The other method is via face to face or by paper form (if provided) by a registered user with a Member Wizard login. Members can be added to a class either by checking the box on the Classes tab of their membership record or by being added to the Enrolled Students list for that class. Both methods will provide the operator with payment options for the member.

Enabling Online Class Enrolment

At the bottom of the Edit Class form there is a check box Allow Online Enrolment. If you check this box an Enroll link will appear adjacent to the class on your online Class listing.

Once someone clicks the Enroll link they will be asked if they wish to enroll in any other classes.

If they say Yes then the Classes list will again appear with their selected class shown in a list at the top of the page and they will be able to continue to enroll in other classes which will then be added to this list.

Once they have chosen all classes and select No to the Add another class? query they will be asked if they are a member of your U3A. If the student is not yet a member they will be sent to a New Member contact form to complete it and then allowed to enroll and an invoice to both join the organisation and pay for the class will be emailed to them.

Enrolling Non-Members in a Class

If the prospective student is not a current Active Member they will be presented with an Online Membership Form, their details will be collected and they will be added into your Member Wizard Member list. If you do not currently have Online Membership enabled for your organisation this will still occur so if you do not wish to have members join online then you can not enable class online enrolment.

If students must be financial members then once they have entered their details an invoice will appear on screen and the person will be able to pay for their membership using whatever payment methods you have set up for your organisation. If you wish members to be Pending until approved then you can configure this in the Settings/New Member Application and checking the box marked New Members Require Approval.

If you do not require your students to be a financial member of your organisation, you can create a membership category called (say) Student with a zero cost associated with it and check the box which allows those selecting this membership type online to select it. You should then instruct potential students within the description section of the class for them to select this membership type when enrolling online. They will still be required to provide all contact details etc. but will not be presented with a payment screen or sent an invoice for payment. They will then appear in your membership list with membership type of Student.

If the member pays by direct deposit or in person at the office then until a receipt is recorded their membership record will show they owe the cost of membership as enrolment automatically creates an Invoice against that students record.

Once they have completed the membership form and clicked Save they will be taken to a Invoice payment screen which will offer the payment options your organisation has enabled and their name will be added to the Enrolled Students list for that class.

For any enrolment in a class, the tutor is sent an email advising that they have a new student. This can be disabled if required.

Enrolling Existing Members in a Class

If the prospective student indicates that they are a current Active Member then they will be asked to provide the email address registered against their membership. Having done this they will be asked to check their email and a confirmation is sent to them asking them to confirm their enrolment. Once they confirm their enrolment their name is added to the Students Enrolled list for that Class and if they have selected paying by term they will be emailed an invoice for payment.

If their email address is not found in your organisations Member List they will be informed on the screen that their email address Was not Found.

If the Class is full (ie the number of students enrolled exceeds the number of students permitted in the class) then the enrol button will not be visible however members can still enroll and will be placed on a Wait List. They will not be required to pay until the Class Coordinator moves them from the Wait List to the Enrolled List.

You can prevent students enrolling at any time by simply unchecking the Allow Online Enrolment check box.

Managing the Waiting vs Enrolled Class List

You can move anyone from the Waiting List for a Class to the Enrolled List or visa versa simply by clicking Students Enrolled from the menu for that particular Class, highlighting the students name and clicking either Move to Waiting List or Move to Enrolled List. You can only do this if there is room in the class.

When you move a student from the Wait List to the Enrolled list you will need to indicate the method of payment only if more than one payment period has been set up. If only one payment method is available then the system will automatically assume to use this payment period and if it is a term or block then an invoice will be emailed to the student. The student will get an email to advise them that they are now enrolled.

Tutors can manage their own classes, including moving students from the waiting to the enrolled list (and visa versa), contacting their students, viewing student emergency contact details and printing Class and Attendance sheets via their Member Portal provided the organisation has approved such access.

Advising of a Class Absence

If for some reason a member can not attend the class, they can submit advice of this through the Member Portal by selecting the class and clicking the Absence button in the My Classes page, and selecting the date they will be absent. This will send an email advice to the Tutor, the Conveynor and the Class Coordinator (if nominated).

Printing an Attendance Sheet

You can print an Attendance Sheet for your Tutor which will show the payment status of each student. If they student has elected to pay for the entire term then the letter P will show against their name for each of the lessons they have been invoiced for. Please note, this does not necessarily mean they have paid. It is up to the the organisation to manage payment of invoices. The amount owed will show beside a students name in the Member List until the invoice is paid. If there is no P then it is assumed the student is paying the Tutor for each lesson.

If the student has elected to pay by the Lesson then a C will appear in each week of the class on the Attendance Sheet to alert the Tutor that they need to collect a payment from the student.

If the student has submitted an Absence for that week the Attendance Sheet will show an A in that week for the student.

Emailing Tutor/s the Enrolled List for a Class

You can email a list of enrolled students and their contact details to the Tutor by highlighting the Class in the Class List and clicking the Email Student List to Tutors link in the left menu.

Viewing your Classes online

You can test how your classes will appear online by clicking the main menu button Your web Class List. If you are satisfied that this is how you wish your classes to appear and it is the first time your classes are going to appear online then go to Settings/Organisation Details and click on the Classes tab at the top of the page. Click and copy the button marked Web Class List Widget. Paste this code into the HTML section of your relevant classes page on your website.

If you are using the Member Wizard web site module add on to Member Wizard then your classes will already be displayed on your website.

 After you have your classes online with the Member Wizard class display you can edit, change, delete or add any class without requiring further involvement from your web management person via your Member Wizard login.

Copy/Archiving Classes vs Making Classes Inactive

The difference between Archiving a class and making a class Inactive is that making it Inactive merely moves the class and all its students into an inactive state where it will not appear on your class list and will cease to appear on your web site class list. To reactivate the class you simply change its status from Inactive to Active and all functionality is restored and the class is visible on the web.

How to work with end of period Class Archiving or Copying

When you are ready to prepare the next period of Classes, Member Wizard can perform one of three functions:

1. Copy the class and archive the original class - either with or without existing students being copied into the new class.
2. Copy the class and leave the original class intact and operational- either with or without existing students being copied into the new class.
3. Archive the original class (no copy)

This help file will step you through the process to Copy and Archive a Class only. The options to simply Copy a class differ only in that the original class is copied but remains active.

The option to Archive only a class creates a "frozen" record of the class which will be kept and can be viewed on completion by changing the Status at the top of the Classes list from Active to Archived. Once a class is Archived it can not be made Active again. A list of the Enrolled Students at that time will be stored with the archived class.

Copy the class and Archive the Original Class

Before commencing the Copy/Archive process you should ensure that the new class payment periods are Active. If you do not do this then the new class payment period will not appear when you are sending invoices or payments types.

Step 1: Highlight the class in the Class List and select Copy or Archive in the page menu. Then select the first item on the list.

Step 2: The following screen will show a copy of the original Class with the word "Copy" appearing before the name of the class. You should change this to reflect the period of the new class eg by appending Term 2 after the name (if the class is for Term 2).

You should also insert the start date of the new class and enter a cost into the new payment period.

On completion click the Next button.

Step 3: The next screen will display a list of the students both on the enrolled and the waiting list for the original class. Ensure that all those continuing (or in the case of the Waiting List students, joining) the class for the new period. Their enrolment/waiting list will be shown against their name as well as details of their current payment and membership status.

Select all those you wish to enroll in the new class and click Next

Only One Payment Option

In the screen image below you will note there is only one payment type, in cases where there is only one payment option, selected students will simply receive an Invoice reflecting that payment type and this will be reflected on the Enrolled students list. If you wish to email the invoice leave the tick box checked. If instead you wish to copy/archive other classes and possibly enroll the student/s in further classes you may wish to uncheck the box (the invoice will still be created) and wait till all classes are complete then send a Payment Request which will amalgamate all classes onto one invoice for payment.

Click Next when you have selected all students you wish to invoice.

Multiple Payment Options

In the screen image below you will note is more than one payment option available. In cases where there is more than one payment option, the selected students will receive a Payment Request which will ask them to select their preferred payment period. No invoice will be created until they have selected their preferred payment period.

Click Next when you have selected all students you wish to send a payment request to.

No Charge Classes

In cases where there is no charge for the class, students will simply be sent an email advising they are now enrolled in the class which you will compile on the following screen. Click Next.

Step 4:The final screen will allow you to type a message to the student. This will give you the opportunity to advise the student of any cut off date for payment to avoid being removed from the class if you wish.

Students without email addresses

This process is only designed for students with an email address. For students without an email address if there is only one payment type then an invoice for that payment type will be created and can be found in Money/Invoices. This invoice can then be printed out and posted to the member if you require. Please note if the member will also BE outside their current membership period at the commencement of the class then an invoice line for membership will also be created.

If there is more than one payment type then you will need to contact the student and ascertain the period that they wish to pay for.

If the class is no charge then you will need to advise the student by phone or by post that they have been enrolled.

Member Wizard can easily provide you with a Profit and Loss Report for any period of your Organisation's financial records.

Bear in mind that Member Wizard works on a Cash Accounting basis so outstanding invoices do not factor in either the P&L or the Balance Sheet.

To obtain a P&L Statement go to Reports and select Profit and Loss then select the period you wish the P&L to reflect. If you wish to see the previous financial period also displayed, check the box marked Display Previous Year.

If you wish to see a consolidated report which includes only parent categories check the box on the P&L filter page marked Parent Categories Only. If you wish to exclude Retained Earnings from the report check the box Exclude Retained Earnings.

The report can be printed if required. The data in your Profit and Loss can also be exported to Excel by clicking the icon in the top header for further layout manipulation if required.

This report shows who has been logged in to your Member Wizard account and made changes to any financial aspect of your database. It is for this reason that it is vital that you have individual login names for each user of your system. Your auditor may use this report to check any financial recording activity which has taken place on your database.

The audit will show the date, the type of record which was changed, the type of action which was taken, transaction total before and after the action, the relevant transaction number and who was logged in making the change.

People who have access to your system are called Users for the purposes of this discussion. Remember to differentiate in your mind between “users” and “members”. A Member is someone who is registered in Member Wizard as belonging to your organisation. A User is someone who can actually access the system.

Member Wizard manages access to your system through the concept of Roles. Roles define the rights and access that a person who’s user name has that role can have to your system.

In the diagram below you can see 5 different Users and 3 different Roles. Each different User is allocated a different Role and that Role can provide them with varying degrees of Access to your data.

When your organisation has a change within the committee the Member Wizard Administrator will have to firstly remove the old committee member from the User list and add the new committee member by following the Create New User process outlined in the Help Resources file. It is unadvisable to simply allow the new committee member to continue to use the same User account as their predecessor as this negates the Member Wizard Transaction Audit (see Reports, Transaction Audit in the main navigation.

You can't delete a User but you can simply uncheck the box marked Active. In this way the user will no longer have access to your database.

Member Wizard provides a means for you to be able to limit the data that various users in your Organisation see when logged in.

In addition, you can limit the access given under a particular menu category. This is useful from a privacy and security perspective.

The way this is managed is by associating a particular User with a Role and to have that Role limited to a subset of your data.

Creating a new Role

To create a new Role click the Add button on the User Management, Roles page.

Firstly give your Role a name then select each of the areas listed and nominate a level of access to each. The options are No Access - new Role will not see anything in this area, Full Access - new Role will be able to see, create and edit anything in this area, or, Read Only - the new Role will be able to see but not edit or create anything in this area.

When you have finished each category, click the Save button.

Creating a New User

When you have created your new Role you can then create a new User and assign this Role to them. See the Help File under Users to view more on this.

Controlling Levels of Access

The level of access is controlled by the Roles function. Each user of your system in Member Wizard has a unique user name and is allocated a role (which need not be unique) which gives them access to the data you have decided is appropriate for that user.

More information about levels of access can be found in the How to: Roles Help File.

Several users can have the same role (and level of access). The only role in Member Wizard that create new users or roles is that of Administrator. There can however be multiple users with a role of Administrator.

Creating a User Account

To set up a new user select User Management, Users and then Add User.

Type in a login name for your new user – we suggest first name.last name is easy for most people to remember however if this name has already been selected by another user in another Organisation you will have to choose an alternative.

Using the drop arrow to the right of the Role field, select the Role access for your new user (See How to - Roles)

You then need to advise the Member Wizard system of the email address of your new user as they will be sent an email containing their login name and a temporary password.

Once your new user receives this email they should login and change their password. If they do not receive the email within a few minutes ask them to check the spam or junk filter on their email.

If your new user does not receive an email try resending it from the List of Users screen by highlighting the user name and clicking Resend Email. Check first that the email address you have for them is correct and that they have carried out the spam check exercise in the above paragraph.

If your organisation has connected Stripe (or Kina Bank in PNG) then you can accept face to face payments at the counter for outstanding invoices.

Note. This option will only appear available if the member has an outstanding invoice and if your organisation is connected to Stripe (or if in PNG, Kina Bank). If you wish to receipt a member and accept a face to face credit/debit card payment you must therefore firstly create an invoice for the payment. Once is is done, highlight the member in the Member List and click Card Payment. Enter the member's card details and the payment will be processed and a receipt generated.

To facilitate the bulk changing of various class status states use the Classes Status Change menu option. 

Select the classes to be affected by the change. 

You can Make Classes Inactive, Make Classes Active, Allow or Disallow Online Enrolment. 

This is useful if you wish to prepare your classes before the teaching period begins, have your members able to view class information but not be able to enroll in it until the class enrollment period commences.

You can email all or just a selection of students in each class or in all classes.

Simply select the class/es from the list, prepare your message and click Send

The use of this screen is in the following kinds of situations when adding a student to a class:

1. The student has enrolled and paid but for some reason needs to change the dates for which they have paid for a class because they may be unable to attend or for some other agreed reason.

2. The class administrator wants to show a student as having paid for a period of classes without sending them an invoice or recording a receipt. Typically this happens when a student has already paid but wants to change classes or the administrator is loading students into a class already up and running and paid for but not in Member Wizard.

3. The student has paid for another class but wants to move into a new class. This will add the invoiced to information into the new class.

NOTE: This will NOT add the student into the Enrolled Students list for this class and it will NOT put them on the Attendance Sheet. See instructions below on how to add them to these two reports.

INSTRUCTIONS ON HOW TO ADD A STUDENT TO A CLASS LIST AND AN ATTENDANCE SHEET USING THIS PAGE

1. On the Pre-Paid Enrolment screen click +Add in the left page menu.

2. Select the Class and then the Member

3. Enter the date range for which you want to show the student member as having paid, then Save and exit this screen.

4. Go to Classes in the main menu and select the Class you want the student added to.

5. Select Enrolled Students then select +Add to Enrolled List from the page menu.

6. Select the name of the student you wish to add and when prompted select No Invoice.

7. Save. 

8. Check both the Enrolled Students list and the Attendance Sheet to confirm the student is present.

You can export all or a selection of classes to Excel. This may be useful in preparing printed Class catalogues. From Classes/Export Classes menu item simply select the classes you wish to export and click the Export button at the bottom of the page. If you wish to have a list of all Classes click the Select/Unselect all box at the top of the list.

If you wish to export the online attendance records for each class change the radio button at the top of the page to Attendance.

When its time to send out renewal invoices to your members, Member Wizard will identify those members who's membership has or is due to expire and send them an invoice for them to renew for the upcoming new membership period.

When you generate these reminders, an invoice will be automatically generated and will show against the member's record in the Amount Owing column. Note that invoices will not be created for members with a membership type that has a zero cost.

If they pay this invoice through direct deposit into your organisation's bank account or face to face in the office, when you receipt the payment Member Wizard will automatically update their membership paid to date in their member record.

If you have Stripe connected and they pay using their credit or debit card either online or face to face using Stripe then Member Wizard will automatically create and send them a receipt and update their membership paid to date in their member record.

Membership invoices and their matching receipts can be viewed by right clicking on the member's record in the Member List and selecting Statement.

Step 1: Before you start!

Membership invoices will be sent out based on the current membership type of the member. So if you have members with part year memberships because they joined say half way through the current year so have a 6 month membership type, then that's what Member Wizard will be sending out a membership invoice for which is probably not what you want. So firstly you need to do a bulk change of membership types to bring all your members into line with a 12 month membership period. Similarly some organiations have a New Member membership type and a Renewing Member membership type. You need to change those also to a Renewing Member type.

You can quickly do this in Members/Change Membership Type. Simply select the membership type you want to change from and then the one you want to change them into.

The following screen will show all the members of that first membership type. Click the box beside Select All at the top of the list (if you wish to change all) then click the Change Selected Members button in the bottom right to change them all to the correct full year membership type.

The other important step you must take before you start emailing out Membership Reminders is check your Members/Undeliverable Emails list. Anyone who is on any of the 3 lists contained in this area will not receive a reminder - or any email. Resolve these bounced, unsubscribed and spam reported emails before you send out reminders or remove the email addresses for these members then use Communications/Print Reminders instead to print and post out reminders. 

Step 2: Click on Members/Email Membership Invoices

Once you've ensured all your members have the right member type click on Members/Email Membership Invoices. The system will default in the one month ahead of the current date in the Expiring Before field. This can be edited if you require.

The Subject and Message fields are mandatory. Enter something appropriate in each area.

Click Next

Step 3: Select the members you wish to send Reminders to.

Click Select All to select/deselect all the members listed. Note that if the member owes any money as shown in the Amount Owing column this this amount will also appear on the emailed membership reminder.

Click Send. The system will then show an outstanding amount against each of the member's records which will be removed once a receipt is generated. The column in the Member List called Membership Invoiced To will be populated with the date you sent out the Reminder.

While you can easily change an individual member's Membership Type simply by going to the member's record on the Organisation tab and changing the type in the Membership Type field then saving the record, you may sometimes need to do this for a group of members.

Member Wizard can change one membership type to another simply and easily for a bulk group of members. Simply select the Membership Type you wish to change and then select the Membership Type you wish them to be and click Next. A list of the members who will be included in this change is then displayed and you can either select them all or a selection of them and click Change Selected Members.

Typically this can be used for organisations who charge members a different membership fee when they first join an organisation than they do when they subsequently renew their membership however this is no longer the recommended method of managing this. Instead consider using a Joining fee on the Settings/New Member Application Form. If you use this method you will not need to change membership types before emailing out reminders.

Preparation of your spreadsheet

Many organisations use Excel spreadsheets to record and keep track of their membership details.

If this sounds like you then you can upload this spreadsheet directly into Member Wizard and avoid having to enter each member manually.

The process involves a number of steps which we have outlined below but never fear! If you find it difficult or you don't feel confident preparing your spreadsheet simply email it to support@memberwizard.com.au provide your contact details and we will be in touch with you to assist.

Preparing your Spreadsheet for Importing:

1. Firstly you need to make a copy of your membership file. This means your original file will remain unchanged and you will be working from the copy leaving the original intact.
2. To make a copy open your spreadsheet membership file and then select SAVE AS from FILE in the Excel menu bar. Name your copy something easy to find and store it somewhere easy to find such as your Desktop. You can delete it after your members have been imported.
3. Remove all rows from the copy of your spreadsheet which do not contain an actual member record. This means you should not have any blank rows. You must however leave the heading row for us so you can identify what each column contains. It does not matter what order your members are sorted. An easy way to remove blank rows in your spreadsheet is to sort the data in the first column, it doesn't matter if you sort it higher to lower or visa versa. Expand the selection when prompted. This will effectively remove all blank rows in your spreadsheet.
4. Next look at the data in your columns. If you have a column for a member's email address then make sure that it ONLY has the email address in it and not any comments which may be there. If there are any columns which contain important comments, add a column to the end end of the row and call it Comments and put the comment in there. They will be imported into the Comments field for that member.
5. Look at your phone number columns. Member Wizard provides for up to three Phone number fields which you can name as you like - for instance, Home, Work, Mobile - but the columns need to contain consistent data. In other words if the mobile number is in Column G in your spreadsheet then each member's mobile number needs to appear in Column G. If the member does not have a Home/Work/Mobile number then just leave it blank. Any Column can be blank except for the Last Name column.
6. Make sure all phone numbers are comprised of digits. Some people do still use a capital letter O for zero. Change this. Numbers starting with a zero are difficult for spreadsheets as they typically remove the 0 which of course you don't want for telephone numbers. To stop this from happening you need to put a ' in front of the leading 0 for all telephone numbers. Excel will not display the ' but it will change the column so that you can display the leading 0 in front of the phone number.
7. Regarding dates, make sure your spreadsheet has the date format set at DD-MM-YYYY. Start Date refers to the date the member first joined your organisation. Paid to date is as the name suggests when their membership is paid up till.
8. These next couple are a bit of a pain. The first and last names have to be in separate columns. If you have hundreds of members, you don't know how to use Excel to do this and this is too big a job then send it to us using the email address above and we will handle it.
9. The street name/number and the suburb, postcode etc all need to be in separate columns. Again if you have hundreds of members and don't know how to use Excel to do this then leave it to us.
10. If your member is in any groups eg committee you can also import that information as well. Member Wizard offers 4 options for each column imported - Standard (these are columns which map directly to existing Member Wizard fields such as Surname), Custom (these are columns which contain information which Member Wizard does not map to a standard field but the system will create a field for you and you can name it whatever you wish), Do not Import (for information you do not wish to import) and Groups (the system will create a group called the same as your column heading so you need a column for each group). If your member is in a group make sure there is a True in the relevant Group column, else there should be False. 
11. You can import your Inactive as well as your Active members. Include a column in your spreadsheet called Active? and then enter the word either True or False beside each member's name on the spreadsheet. You can view Inactive members after importing them by changing the Status field at the top of the Member List to Inactive.
12. Once these tasks are complete, click the Select Your Spreadsheet button at the bottom of the import members page.
13. The system will show you on the next screen a layout of the columns in your spreadsheet and the names in the headers of your columns. There are 3 field types you can import - Standard fields, Custom fields, Groups. There is also an option to NOT import a field. 
14. Standard fields are those that are common to all organisations. Click the orange field and select which Standard Field in Member Wizard matches the data in your column. 
15. Custom fields will be created by the system. You can rename them later in Settings/Custom Fields if you wish.
16. Groups can be used to enter members into any group they may already be in. If you wish to use this then the name of the group must appear in a column in the member's record row in your spreadsheet. You will need a column for each group. If the member is part of the group then the group name should appear in the relevant column on their member record row in the spreadsheet. You can rename groups later if you wish in Members/Manage Groups. You can also add members to groups later once they are imported if you do not wish to do so in during the import process.
17. Once you have selected a match for each column in your spreadsheet click the Next button. The data will be displayed on the screen and you should check it carefully to make sure it is how you wish it to be. On clicking Import the system will first run a scan over your data and any problems will appear in a list in a pop up. Be aware that since you have a Header line in your spreadsheet with the column names in it that the line number where error's occur will be one more than it should be in your actual spreadsheet. 
18. If the system did detect any errors you must go back to your spreadsheet, correct the issue and then start over selecting your spreadsheet to load the revised member list.
19. IMPORTANT: You can not import data twice without duplicating it all. Member Wizard does not use member name as a unique field so if you try to fix a bad import by importing again you will end up with the data being imported twice and there will be a duplicate entry for each member in the database. If you need your data deleted then email support@memberwizard.com.au and we will be able to do it in the back end in a few seconds.
20. When all the data is correct and it imports you will be advised it has successfully imported. 

WHAT IS STRIPE?

Stripe is a company that allows businesses of any size to accept payments and manage their business online.

It is used by companies such as:

Airtasker

Uber

Booking.com

Shopify

Google

Amazon

Zoom

They have two head offices – one in San Francisco and one in Dublin but they also have offices in London, Paris, Singapore, Tokyo and a dozen others.

They were launched in 2011, have 4000 plus employees and millions of users all over the world.

WHAT DO THEY DO?

At the most basic level, they allow any business with a bank account to be able to accept online credit or debit card payments over the internet.

For Member Wizard this means members with a credit or debit card can pay safely and securely for their membership, classes or for ticketed events online and for the money to be transferred usually within 24 hours into the organisation's bank account.

HOW MUCH DOES STRIPE COST?

Stripe charge a credit card fee as do most online retailers these days. There is also a small Member Wizard admin fee. On a $35  membership the fee would be:

$35 membership renewal fee

Stripe fee 90c (1.70% + .30c). Note, if you are using a Stripe card reader the fee per transaction is 1.70% + .10c.

Member Wizard fee 17.5c

Total fee (to member) $36.08

It can be configured for either the member or the organisation to pay the Stripe fee and the additional cost to the member is $1.08 for the convenience of using their credit or debit card and paying immediately online. Using Stripe will of course be optional for any member if you still permit direct deposit.

HOW DOES STRIPE WORK?

1.  You can connect Stripe to your Member Wizard database. This takes about 30 mins. The information required is contained in the Stripe Activation Checklist (See list below).

2.  Once you have connected Stripe to your account all Membership Renewals. Class payments and Invitations to Events will contain a link in them that members simply click on then provide their payment details. Member Wizard will automatically generate a receipt for the member and if it is a membership invoice, the member's Paid to date will be automatically incremented.

3.   About 24 hours later Stripe will automatically transfer the money, less their fees, down into your organisations nominated bank account. There is a small delay before the first payment is transferred which is part of Stripe’s money laundering check process which they need to complete first.

BENEFITS OF USING STRIPE

We have found that Member Wizard organisations who use Stripe (Council for the Aging in Northern Territory and Tenants Union Queensland and a large proportion of U3A clients for example) report better member retention as it makes it much easier for people to pay their membership as and when they receive their renewal notice. We have had absolutely no reports of any problems or issues with clients using it. Many organisations report that up to 70% of their members will use this method if you make it available and it cuts down considerably on the work of the Treasurer as all reporting and bank reconciliation is automatic.

Further information

For more details on Stripe their website is stripe.com

The following page details what information you will need to connect your organisation to Stripe in Member Wizard.

STRIPE ACTIVATION CHECKLIST

You will require the following:

1.       Your business ABN

2.       Your registered Business Address and phone number

3.       The bank account number and BSB into which to receive Stripe payments

4.       Your Website address

5.       The names, home addresses, phone numbers/mobiles and date of birth for critical committee members – eg Treasurer, Secretary and President.

6.       Scanned front and back images of identifying documents such as a drivers license for the above people (because you are effectively opening a new bank account and this is a banking requirement).

7.       The registered name of your business

8.       Your Incorporation or Association number if you have one

HOW TO CONNECT YOUR MEMBER WIZARD DATABASE TO STRIPE

When you have this information go to Settings/Member Payment Details and click the tab which says Credit/Debit Card and check the box. You will need to select the bank account into which Stripe will deposit funds and if you wish to the organisation to pay the Stripe fees you should uncheck the Member pays Credit Card fees box. If you wish members to be able to send donations you should check the Allow Donations box.

Then click the blue button and follow the instructions. Once this is done and you are returned to this page, all your invoices will offer Stripe as a payment method. Your first payout will take around 3 to 4 days due to international banking regulations.

WE ALREADY HAVE A STRIPE ACCOUNT – HOW DO WE CONNECT THAT TO MEMBER WIZARD?

If you already have a Stripe account you have been using then the task of connecting it to Member Wizard is simple.

Just log into your Stripe account, then log into your Member Wizard account and click the Connect Stripe blue button on the Member Payment Details menu in Settings which will appear when you check the box which says Use Credit/Debit card. The system will automatically detect and link your connection.

Printing of Membership invoices for those members who do not have an email address is carried out in the Communications menu. This menu item is only for members without an email address recorded against their record. It will only show those members in the list to print.

Select Reminders - Print in the Communication module. Select the Expiring Before date (eg if all members expire on 30/06 each year, select 01/07/25). The Expiring After date can be left blank but is useful for those organisations working on a Rolling Membership expiration system. Click NEXT.

The following pages will list the members without email addresses who fit the Expiring Before membership date. Click PRINT.

PDF's of each member's Reminder will then appear and you can select the printer icon in the top right of the page.

To edit the information appearing on the invoice in the Renewal Instructions area, do so in Settings/Organisation Details on the Members tab in the Print Renewal Instructions box.

A Quick Guide to Member Wizard for Treasurers

If you are using Member Wizard for the first time or if you are a first time Treasurer then you may find this information useful.

PART 1 – FOR FIRST TIME TREASURERS

There are two types of book keeping methodologies. The first is a simple single entry system called Cash Book and the second is the more popular and useful Double Entry system. This section provides information on both these systems

CASH BOOK (SINGLE ENTRY) ACCOUNTING

Many non-accounting background Treasurers either use or inherit a system where a Cash Book has been used mainly because it’s simple and easy to set up and run. It is however limited when it comes to providing the committee with the actual financial position of the organisation.  It does not account for outstanding amounts of money which have been invoiced but not yet paid or the other assets and liabilities of your business. It is rarely used by any other than small organisations which do not require auditing or much in the way of management committee reporting.

Organisations using a simple cash book system generally have a hard copy ledger or maybe a spreadsheet into which amounts are entered as purchases and receipts are recorded under various account categories.

Member Wizard does not use single entry accounting as most committees require financial information which is more accessible and reflects a more accurate financial position of the organisation.

Below would be an example of the purchase of a printer for the office for $1000 under a cash book system.

DOUBLE ENTRY ACCOUNTING

Double-entry accounting is a method of bookkeeping that tracks where your money comes from and where it’s going to. Every financial transaction gets two entries, a “debit” and a “credit” to describe whether money is being transferred to or from an account respectively.

Below is a simple example:

Using the same purchase of a printer example as above, your double entry system would show this as

The debit and credit (+ and --) signs are just to illustrate that your cash has been reduced by $1000 while your Office Equipment account has increased by $1000. At first the fact that the purchase is represented by a Credit to the bank is somewhat counterintuitive. Easiest way to think about it is to imagine that the goal was to get to 0 in an account. In this case would this transaction reduce or increase the distance to your objective? If it reduces it then it’s a credit – represented as a (-), as you are closer to your end goal, if it increases it then it’s a debit (represented as a (+).

PART 2 – SETTING UP AND USING MEMBER WIZARD FOR TREASURERS

Step 1   The first step is to set up your Bank Accounts so purchases and receipts can be recorded against each of your various bank accounts (you can set up as many bank accounts as you require). You do this in Settings/Bank Accounts.

Step 2   Next you need to set up your Chart of Accounts. These are all the categories that you want to record income and expenditure or assets and liabilities against. You can find and set up your Chart of Accounts in Settings/Account Categories.

Member Wizard already has a number of Account Categories set up which it needs in order to operate. You cannot delete these however you can hide any you do not need or use by either selecting it in the Account Category list then either clicking Edit from the menu or right clicking your mouse and selecting Edit then unchecking the Active box. You can always reactivate them again by checking the box marked Include Inactive at the top of the Account Categories list. CAUTION: If you make an account category which is used by Member Wizard inactive you may find you will have problems performing some transactions so be judicious with how you adjust these settings.

You will note that Asset and Liability category types have a box marked Current which is checked by default. This simply refers to where the account will appear on your Balance Sheet – as a Current or Non-Current asset or liability.

You will also note that Member Wizard includes your membership types in your Account Categories list which is done for simple convenience.

You can view the transactions recorded against each Account Category by clicking on it and selecting Show Transactions. Transactions can be displayed for a number of periods by changing the Date Range at the top of the list. You can print this list also or export it to Excel.

 Parent and Child Categories

Quite often you want to group together and total several account categories on both your Profit and Loss and your Balance Sheet reports. You do this by firstly creating an Account Category which you name appropriately to be the Parent. For instance you may wish to combine all your Membership Types together and total them under a Parent Category called Memberships.

To do this you need to decide where it is you want the total category to appear on your reports. For instance for Memberships you would want to see them in the Income section of your Profit and Loss so you would create the category from the Account Categories list by clicking +Financial Category calling it Memberships and making it of an Income type. Alternatively if you paid rent on a number of premises you would want it to appear in the Expense section of your Profit and Loss so you would create it as an Expense type.

You then would create your membership types and check the box marked Has Parent then select the newly created Membership account. In this way all accounts with that parent type will be itemised and totaled in your reports. You can next Parent/child categories within each account down to 2 levels.

See the following example extract from a Profit and Loss Report for a parent/child Membership category totaled to 2 levels.

Memberships

                Annual memberships

                                Annual Full members                     $2000

                                Annual Associate members         $  500

                                                                                Total      $2500

                6 month memberships

                                6 month Full members                  $500

                                6 month Associate members      $100

                                                                                Total      $600

                                                                                                                TOTAL $3100

NOTE: Parent categories cannot contain any transactions. Transactions can only be recorded in CHILDREN of that Parent category. In the above example ”Memberships”, “Annual Memberships” and “6 month memberships” are all Parent categories. These are not used as the categories on receipts. “Annual Full Members”, “Annual Associate members”, “6 month Full members” and “6 month Associate members” are the Child categories. These are the categories against which you enter your receipts.

Member Wizard Reports

The two main reports usually required by management committees from their Treasurer are

1.       Profit and Loss (shows income and expenditure by category). This is the report that shows the committee how much has been either earned or spent against each category for that financial year up to the date you have entered.

2.       Balance Sheet (shows assets – usually bank account balances, and liabilities eg un-acquitted grants. This shows the committee how much money is available left in bank accounts and if there are any liabilities outstanding which need to be allowed for.

If you record all your transactions in Member Wizard then each of these reports are available by the simple click of a button. You can also compare the current against the past year’s figures.

RECEIPTING CASH AND (IN PERSON) CARD PAYMENTS (NOT STRIPE)

When you receive cash or a credit card transaction in person from someone you don’t generally rush straight down to the bank and deposit it. Usually you wait till you have a number of cash transactions to bank and you do them in a single deposit. Similarly if you are using a card reader such as Square you generally close the balance out at the end of the day and it may include several such transactions.

The bank when it produces its bank statement or transaction record will show only the totals of these deposits – it does not know what the individual transactions were which made up that total deposit. For this reason you need to create a deposit in Member Wizard which will reflect what the bank is going to show on its bank statement or transaction record.

To create a Deposit click on Money/Deposit then +Add a deposit. Select the bank account and the date you made the deposit or closed off the Square balance. If you are using Square and your organisation is covering the Square fees you will need to add a negative amount which represents the card fees so that it is deducted from the balance to match the bank's payout figure.

To create this deduction you need firstly to have an Account Category in which to accumulate the fee costs. This would normally be an Expense account category. Receipts only show Income categories when listing available account categories so you need to check the box on the Add Item box which says Show All Categories. You have to enter the amount as a 

Fill out the date and the bank and put in a reference which explains that it is the sum total of the days Square fees. Make sure you have selected Credit Card as the Payment type.

Click Add Item and click the box which shows Show all Categories at the top of the receipt. You need to do this because Square fees are an expense items and this is a receipt you are creating so the system will usually only show income type categories rather than expense categories. Select the Account Category which you use to handle your Square expenses and make the amount a “negative” by using a “–“ in front of it. Click Save

You can now return to your Deposit screen and include this new receipt in your Square deposit. It will reduce the amount you are banking to represent the Square fee and the total will now be the same as that appearing on your Bank statement from your Bank.

RECEIPTING EFT (DIRECT DEPOSIT) RECEIPTS

When you select EFT as the Payment type the system automatically does a deposit for you so you do not need to manually create one as per above. When you come to do your bank reconciliation the amount of the receipt and who it was to will show already on the list waiting to be reconciled.

RECEIPTING STRIPE

If the member pays through Stripe online via an invoice you have sent out through Member Wizard, the receipt and the transfer from Stripe down to your bank account are done automatically. The member is automatically emailed a receipt directly from Stripe.

If however you wish to accept a Stripe payment face to face then simply create the invoice in Member Wizard, this will then show an amount against the member’s record in the Member List. Highlight the member and click the Pay by Stripe option in the page menu. Type in the card details and click SAVE.

RECONCILING YOUR BANK ACCOUNT WITH YOUR BANK STATEMENT

This is usually carried out at the end of each month or immediately before you are required to present updated figures to your committee. A bank reconciliation is an accounting requirement to show that you have correctly accounted for every expense and income item and that your tally corresponds with that of your banks.

To create a Bank Reconciliation click Money/Bank reconciliation in the main menu. Click +Add at the top then select the Bank Account you wish to reconcile. You should reconcile every bank account and Petty Cash fund on a regular basis as it become difficult if you try to do several months at a time. If you select to reconcile Stripe the system will connect to Stripe, match the receipts against the Stripe payouts and will either allow you to simply click Reconcile if all receipts and transfers are present or give you a list of missing transactions in Member Wizard. If you click on one of these missing transactions you will be able to add it and it will disappear from that list and appear in the Reconciled column of the Bank Reconciliation.

After you have selected the Bank Account, you will see all the transactions – receipts, expenses and bank transfers – you have created in the system appearing in the left hand column. The right column will usually be empty.

Enter from your bank statement the closing bank balance at the top of the form under Closing Balance. Then using your bank statement one by one go through and tick off every item on the statement that appears on your screen and click on the item on your screen and drag it across to the right hand column.

As you do this you will notice the greyed out field called Difference change either up or down depending on if it’s a receipt or an expense. If you find a transaction on your bank statement that is NOT in your system you can use the buttons marked Add Receipt, Add Deposit or Add Expense at the top of the form.

When you have accounted for all the items on your bank statement the Difference should show 0 and the button at the bottom right of the screen will change from SAVE to RECONCILE. Click this and you have reconciled your statement for the month.

If you find you can not complete your reconciliation because you need to go check something in your system or you run out of time etc remember to click the SAVE button or you will have to start all over again when you return.

ACCOUNTING FOR GST

If you pay/collect GST you can add or include GST on any receipt or expense item by highlighting each line of the receipt or expense and clicking either the +Add GST or -GST buttons below the Item box. Your GST Report will record all GST transactions.

MEMBER WIZARD FINANCIAL REPORTS

The reports you will generally take to your committee meeting as Treasurer are the Profit and Loss and the Balance Sheet. These are automatically generated by clicking Reports/Profit and Loss or Reports/Balance Sheet from the main menu. It is wise to check that the balance on your Balance sheet actually does match your current bank balance.

You can also prepare a GST report if you are registered and recording GST on your receipts and expenses.

LIST OF TRANSACTIONS ENTERED AGAINST AN ACCOUNT CATEGORY

To obtain details in a list of transactions which have been entered against a particular account category go to Money/Account Categories. Select the account of interest and right click on it and select Show Transactions or select Show Transactions from the left hand menu. You can print this list if required by selecting Print Account List. If you double click on any of the entries it will open to show you the receipt or expense which relates to the entry. You can also export all transactions to Excel.

ACCEPTING PAYMENTS ONLINE

Member Wizard offers two online payment transactions systems.

Stripe: will allow your members to pay their membership dues or for classes or events online through either email or on your organisation’s website.

Stripe requires setup and integration into your system before being able to use it. Details on how to do so are given in the Help File accessible by clicking the HELP button in the top right of the Settings/Member Payment Details page.

Direct Debit: Members can pay by transferring funds directly into your bank account provided you have set up your bank account details in Settings/Bank Accounts. They will be given a reference number to accompany their payment to make it easier for you to identify payments on your bank statement.

NOTE:   Members who pay using Stripe for membership will automatically receive a receipt for their payment and their new membership Paid to Date will be automatically incremented.

Members who use Direct Deposit to pay their membership will require you to issue a receipt when you have identified the payment on your bank statement. The issuing of the receipt for membership will then automatically increment their Paid to Date.

Before you can use the Member Portal you need to configure the Membership Types who will be able to access it. You also need to select a person amongst your Users list who will be the first point of contact for your members should they require assistance. This contact will be via their registered User Email address and will appear when a member clicks the Help link on the Member Portal page. 

Once you have configured these two areas you will be able to click on the Copy widget to clipboard button which will give you the link you can send to your members or place on your website for members to install the Member Portal on their own device.

Please note if you do not have a Payment Card registered in Settings your members will not be able to obtain the security code via their mobile, it will be sent to their email address.

Emailing out the Portal Link

Once you have configured your Member Portal Settings by adding a contact person and selecting membership types, you can email it out to members. If you want to test that all is working correctly DO NOT try to copy and paste the link - it is very easy to miss identifying characters off the copy link. Instead click the Open Member Portal in New Tab link in the Member Portal main menu.

Withdraw from Class

The Member Portal can also facilitate a member wishing to withdraw from a class in which they are enrolled. In order for the Withdraw from Class button to become Active (ie not greyed out) there needs to be a nominated email address to receive the request configured in Settings/Organisation Details on the Classes tab. 

INSTALLING AND ACCESSING THE MEMBER PORTAL FOR MEMBERS

The Member Portal can be accessed on any internet connected device but is especially useful for mobile phones or tablets as it allows a member to access their member record and if necessary prove their membership.

INSTRUCTIONS TO INSTALL

1. Click on the Member Portal app either on your organisations web site or in the email link sent to you. 
2. If you are the only member using the email address registered with your organisation you can register with your email address. If you share your email address with another member you will need to use your Member Number to register.
3. Whether you have entered your email address OR your member number, a security code will be sent to your registered email address.
4. The security code is valid for 24 hours so if you need to return to the site you can simply enter your email address or member number then enter the code you received earlier.
5. If your organisation has SMS top up enabled in their database then you will be able to obtain your security code via SMS.
6. If you do not have an email address and your organisation does not allow SMS messages then you will need to contact the email address listed for the support of the Portal for your organisation. They will be able to enter a temporary email address into your record so you can obtain the security code. Once you’ve registered and set a password or PIN the email address can be removed from your record.
7. On registration you will be asked to enter a password or a PIN. In future when you return to this page you will be able to login with just your email address (or member number) and your password. Registration needs only be carried out once unless you forget your password or PIN in which case you will need to re-register.

TROUBLESHOOTING INSTALL

If the system is unable to verify your email address please check:

1. That the email address you are entering is the one registered at your organisation.
2. If you have attempted to register using your email address and you share this address with another member then you need to use your member number.
3. If you do not have an email address and your organisation does not allow SMS messages then you will need to contact the email address listed for the support of the Portal for your organisation. They will be able to enter a temporary email address into your record so you can obtain the security code. 
4. That your membership type is one which is permitted access to the Member Portal by your Organisation
5.  If you still can’t register, please contact your organisation.

USING THE MEMBER PORTAL

1. The Home screen will show you your Membership status including any outstanding amounts.

2. You can pay any outstanding amounts by clicking the Pay Owing button.

3. You can view your member statement by clicking the Statement button.

4. You can pay your Membership Renewal by clicking the Pay Subscription button. 

5. You can view your enrolled Classes by clicking My Classes button.  You can enroll in more classes by clicking the Classes button. 

6. You can update your personal details by clicking Change my Contact Details. 

7. You can access any documents your organisation has made publicly available. 

8. You can obtain Help by clicking the Help button in the top right corner. This will give you the email address of the person at your organisation who is the nominated Portal Assistance member.  

9. You can return to the main Portal screen at any time by clicking the Home button in the top right of the screen.

10. If you are a Tutor and your organisation has enabled this functionality, you will be able to manage your Classes through the Portal.

11. You can add any other organisations to which you belong or another member using the same computer can add their organisations to the Portal by clicking the Add another Organisation or Member button.

12. Each member can have their own PIN and will see their own organisation.

13. Members cannot however share the same email address within the same organisation.

14. You will need to Log out by clicking the Log Out button before swapping members or organisations.

Installing the Member Portal on your hand held or other device

You can access the Member Portal from any device connected to the internet. Click on the link sent to you by your organisation on the device on which you wish to access the Portal. 

You will be able to install the Member Portal as an app on your device provided you have allowed local storage access in your Settings on your device. If you find you cannot install the app you will need to bookmark the page in your browser and use that bookmark instead.

Once it opens, click on the icon which will create a bookmark to that page. In Chrome you can do this by clicking the star beside the URL at the top of the page. You can if you wish also click the 3 dots in the top right corner, select Settings, scroll down the list of settings and make sure the box marked Show in Desktop is unchecked. This will make the site easier to read on a phone.

What is the Member Wizard website template?

Member Wizard can provide your organisation with a fully configurable website which already incorporates all the links for classes and membership buttons integrating to your Member Wizard database. 

The website comes as a standard template which can be altered to suit your requirements and which can be configured to be unique to your organisation. 

The sample template is shown at the bottom of this article.

Note: Member Wizard's web template is not Word Press or based on any existing system. It is designed specifically to be simple and easy to learn and use by members not necessarily familiar with HTML or CSS. As such it does not have elements that are by their nature complex such as picture carousels. We believe however that your creativity can more than compensate for that and you can quickly and easily develop a good looking and functional website none the less.

What if we want to use our own website design template?

That's fine. You can add, delete or move pages, areas on pages, images, downloads and text to make the template look exactly the way your organisation prefers.

The best thing is that anyone with knowledge of Word can do it. You no longer have to find someone prepared to volunteer web programming skills in order to have an easily managed, flexible and good looking website.

The Website Demo button on the Member Wizard home page explains how to work with the three main elements - pages, sections and panels. 

What do we need to do to get our website up and running?

Simply click on the button in Member Wizard in the Website menu. We will then send you a temporary URL which will contain your template. You then need to make sure that the Role attached to your User name (Settings/User Management) has had the Web Site access set to Full Access. You can then go to your template and click on the Settings menu item and login using your Member Wizard user name and password.

When you have the page looking the way you wish you should contact us and we will commence making the website visible under your organisations preferred URL. There are a few ways to achieve this depending on your current domain name situation:

1. If you do not use your domain name for emails (eg you use gmail or some other mail service) and you do not have a .org.au web domain then we can simply transfer the entire domain to our domain manager Amazon. This is the easiest solution.

2. If you use your domain to also send emails eg you have an email address of say presidentU3Ax@u3ax.org.au then we can not move the domain as our service does not include email. In this case we will need to talk to your current website manager and we will arrange for them to make some A Record entries in the DNS. If they are not able to do this we will require the login to your domain provider. Alternatively we can get your website manager to forward the domain you use for emails to a new domain we obtain for you such as U3ASample.au. You can then continue to use your previous domain for emails and your members browser bookmarks will simply redirect automatically to the new domain.

3. If you have a .org.au domain eg U3ASample.org.au then we can no transfer the domain as our provider does not handle .org.au domains your situation is as per 2 above. We can redirect your current domain to a new URL such as U3ASample.au so your member's bookmarks still continue to operate as usual.

How much does the Member Wizard website cost?

There is a one off setup cost of $450 plus GST which includes your first year hosting and domain name registration (if required). Thereafter the cost is only $150 pa plus GST.

 The Member Wizard standard web template

For more information view the Demo Website link on the Member Wizard Home page and download the Working with the Member Wizard Template - a Handbook

In order for your organisation to be able to send SMS Messages you must first register a Payment Card in Settings/Payment Cards to be used in the purchase of SMS credits.

Go to Communications/Buy SMS Units and click the Set up Automatic Top Up button

Click the Setup automatic top up button and you will then be asked to select the number of SMS units which will be added with each top up and the minimum level of SMS units which will trigger the top up.

You then need to select a payment card for the top up payments. To add a card (if you have not already done so) click the + sign next to this field.

If you wish your members to be able to obtain their security code for the Member Portal registration process check the box Allow members to use SMS's for Portal registration.

Please note that Member Wizard does not have access to or store your card details. These are all handled via Stripe which is a credit card clearing house. Your card will be billed when the number of SMS units is insufficient. You do not need to be using Stripe or have a Stripe account to be able to use this service. 

There are two main purposes for you to use this function.

1. You have archived an old class, some or all of the students have indicated they will be continuing and wish to be enrolled. You have selected them from the list of existing students as part of the archive process and now you wish to invoice them for the new series of classes.

2. You have had a class running all term and it is now time to start the new term. The students from the 1st term will still be in there for the next term but you need to now invoice them for that. You will need to go and remove the students who are not continuing for the following term.

To send a Payment Request simply highlight the class and click Email Payment Request in the page menu.

A list of all the students enrolled in the previous term will appear, select those who are continuing and click Send Emails

The Member will receive an email which advises them they are enrolled in the class and asks them to click a link to pay. If they click this link the various payment options and periods will appear depending what you have set up in the class (eg Term, Block or Cash at Class).

Upon payment the attendance sheet will note they have paid or intend to pay in the case of Direct Deposit otherwise it will show C in the date columns.

Processing a Full Stripe Refund

To refund the full amount of a Stripe Receipt, locate and hightlight the Receipt (you can obtain the Receipt number from the Member Statement) and click the Refund menu item. Enter the full amount of the receipt and click Refund. The system will then connect to Stripe and the amount will be refunded directly onto the members credit or debit card. Please note that admin and Stripe card fees are not refunded.

The system will then create a negative invoice and receipt for the amount which can be viewed from the Member Statement and will also appear in the Receipt List and Invoice List.

Processing a Partial Stripe Refund

If you only wish to refund part of a Stripe payment follow the instructions above but only enter the amount you wish to refund where shown.

If there are multiple line Items on the receipt select the line you wish to refund and either enter the full or a partial amount against that line. The remainder of the amount will not be refunded nor will any of the other items on the receipt

The General Journal is designed to facilitate the movement of money from one account category to the other without impacting on the bank reconciliation process.

Typically this is used when populating account categories in the initial stages of financial records setting up but it can also be used to reduce a liability by the transferring of assets or expenses such as takes place in the grant acquittal process.

To create a General Journal entry click Add+ in the page menu, enter the date you wish to entry to take place and a comment (optional) to describe the purpose or reason for the general journal entry.

Click the Add button on the form and select the category of where the asset or expense item is moving from then choose whether that account is to be Debited or Credited and the amount involved. The Comment is optional.

Click Save. You have now completed the first half of the process. You now need to add the balancing transaction.

Click the Add button once again and this time enter the Account Category which relates to where the money is either being moved to or from (depending on the first entry). The Debit/Credit selection will be the mirror of the previous entry. The amount appearing must either be equal to that previously recorded or you will need to enter multiple entries until the Credit entries balance with the Debit entries. At this point you can Save the General Journal entry.

Back on the main form, click Save.

Entries made in the General Journal do not impact on the Bank Reconciliation process but are reflected in the Profit and Loss and Balance Sheet reports

You can register a credit or debit card for your organisation in Member Wizard for use for topping up of your SMS credits automatically in Settings/Payment Cards.

You can enter more than one card but the first card in the list will be the default card used. If you wish to select another card as the default card, highlight it in the list and click the Make Default menu item.

Please note, you will not be able to permit your members to access the obtaining of the Member Portal security code by SMS nor will you be able to permit Tutors to SMS their students from the Portal unless you have registered a credit or debit card in the system.

Member Wizard does not store card details. These are stored and maintained by Stripe.

NOTES:

If you wish to move a student from one class to another do NOT adjust their existing invoices or receipts

This process will manage it for you. It will:

1. Move the student from the old class
2. Place them in the new class
3. Change details on the invoices and receipts - credit payments to new class's account category and add a note to say there has been a class movement
4. Email both Tutors/convenors/co-ordinators about the move

HOW TO:

1. Open the Classes List and highlight the class the student wishes to move from.
2. Select Enrolled Students
3. Select the student's name in the list and click the Move student to another class item in the action menu
4. Select the student's New Class. 
5. If this process results in the student owing money to you, or requiring a refund you will need to create either a negative invoice (to give the student credit), a negaitve receipt to give the student a refund or an invoice for payjment.
6. Click Save.

You can change the layout of the New Member Form Layout. The fields you do not wish members to fill out online can be clicked and dragged into the Unused column If you do not track the data of a particular field.

Simply click and drag the field name from one tab to the other or into the Unused column then REMEMBER TO CLICK SAVE. Those fields will no longer appear in the New Member Application form nor will they appear in the Update Contact Details when the member renews online.

Should you experience any problems simply click the Reset button in the top left corner to return all fields to their default locations and then click Save in the bottom right corner.

Payment Blocks are to create class payment periods which do not align with either the Terms, Course dates or other optional class periods. They can be of any duration and any will mark the student as paid on the attendance sheet for the period they represent provided you also enter a Prepaid Enrolment for the period for which the member has paid. Examples of their use are a 4 week block or combining Terms so members can pay for one term or two or three consecutive terms.

A venue definition provides information which includes the maximum capacity of the space, the address and the location of accessible parking. This information will appear on the Web Class List.

The Web Class List also has a filter to show classes by Venue or selection of Venues.

To create a Newsletter firstly create a template containing the standard elements that appear on all your newsletters such as the banner, details about location and committee etc. Use a table and create cells for each of the usual articles your newsletter normally contains 

You can create a template for your newsletters which can be easily inserted into the body of an email or printed to PDF and  saved into the Documents folder for access through the Member Portal or the Member Wizard website template. Should you wish the Newsletters to be visible to members via the Portal or the web template remember to mark them as Public when you import them to Documents.

We suggest you place your banner, dates, sections etc into a table layout in Templates and then simply select your newsletter template and fill in details for each newsletter - a simple sample appears below. Once you have created and saved your newsletter template you can insert this template in the Newsletter content, fill out the details and save it using the date so it is easy to find afterwards.

Newsletters can be copied in PDF format to a folder Documents for marking as Public for use in Member Portal and Website.

You can change how the Member Record Form for a member appears. If there are some fields you do not use or for accessibility reasons you wish to move from one tab to another you can simply click, drag and drop them into the position on another tab or you can place them in Unused if you do not wish to collect data on them.

When you have completed the layout how you wish don't forget to click SAVE.

Should you experience any problems with the layout simply click Reset and the form layout will revert to the default.

The Member Wizard Member Portal gives members access to be able to manage their membership with the organisation.

Members can update their contact details, pay any outstanding invoices, view their statement, pay their membership renewal and manage their enrollment in any classes or events.

If the organisation runs classes then the member can view and enroll in these, view their current enrolment status, and advise of any absence from a class. A student can also request to be withdrawn from a class.

In addition, if a member is a Tutor of a class then they can view their class list, move students from the Wait List to the Enrolled List (should there be a vacancy), view emergency contact details for a member student and email their students.

In order to use the member portal, a member has to have a membership type which has been given Portal Access and the organisation must have set up the Portal for members to access. Details on how to do this are contained in these Help files in the Member Portal section.

A record is displayed on the member's record screen of the last date the member accessed the Portal and what the result of that access was. If you do not see this field you need to add it to your Member Form Layout which can be found in Settings.  Simply locate the field name in the Unused column, and drag and drop it wherever you wish to see it then Save the new layout. The status indications are:

Saved Password: This indicates the first time the member has accessed the Portal and has set their access password/PIN. They may have also carried out other activities in the Portal at this time.

Login Successful: This indicates the member has logged in Successfully and may or may not have carried out other activities.

Failed Login: This indicates the member tried and failed to login. Reason unknown, possibly incorrect password.